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Back to Basics: Your Inbox

Back to Basics: Your Inbox

Your Inbox

    This is the first post in an ongoing series I’m calling “back to Basics”, a “refresher course” in personal productivity. For people just starting to grapple with issues of productivity, it will serve as an introduction to the basic concepts that underlie much of what we write here at Lifehack. For more advanced readers, it will serve as a reminder of what you thought you were setting out to do before you started fiddling with your system.

    I’m not sure how long the series will be – I intend to keep going until a) I run out of topics to cover, or b) people start asking me to stop. :-)

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    Your Inbox

    We start, then, where most productivity systems start: your inbox. By “inbox”, I don’t necessarily mean one of those plastic or wooden trays you set on your desk and pile everything into; that’s one kind of inbox, but not the only kind. Basically, an inbox is any place where you collect inputs into your life for later processing, whether those inputs are information, correspondence, notes, unfinished work, things you intend to look at later, or whatever.

    An inbox, then, can be a tray in your office, a table by your front door, a notebook you carry in your purse or pocket, or a pocket in your shoulder bag. We also have “virtual” inboxes: your email program, your RSS reader, note-organizing apps like Evernote, even a text or word processing file you keep open on your desktop. And don’t forget your computer monitor – if you’re one of those people who covers their monitor with post-its, that, too, is an inbox.

    The Fewer, the Better

    As a general rule, the fewer inboxes you have, the better. Fewer inboxes means less places where important material can escape your notice, and also less time to process everything you need out of them.

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    As a practical matter, your inboxes should be treated as end-points, with all your various inputs funneling towards them. As I said, this assures that everything eventually gets put in a place where you’re going to pay some attention to it.

    With more and more of us using online web applications, it’s becoming quite easy to make sure your digital inputs end up in a single place. Most services will allow you to send things easily to your email, and you can set up rules to automatically forward stuff where it needs to end up, thus automating some of the processing of your inbox. For example, you could have all emails with attachments forwarded automatically to your Google Docs account so you can access them and even edit them from just about anywhere (that’s assuming you don’t regularly receive documents whose value you need to ascertain before deciding what you need to do with it).

    For physical inputs, make sure everyone knows where to put things that they want you to see and do something about – mail, documents to review, research material, whatever. At work, this tends not to be so difficult; at home it will be another story! You’ll help make sure that your chosen inbox is seen as a place to put things that need action if you regularly process it’s contents so that it doesn’t become a place where inputs go to be forgotten.

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    And make sure you set an example by using your inbox yourself! When you’re away from your desk or from home, keep a notebook or pack of index cards with you and jot notes, appointments, numbers, etc. down as they come to you. When you get to your inbox, drop it in and process it according to your normal schedule. If you don’t make good use of your inbox, nobody else will.

    An Inbox Alone Isn’t Productive

    It’s important that your inboxes not be treated as final destinations! An inbox is only useful as a place to collect everything that’s important, to get it out of your head so that you can do something with it. Inboxes that just keep filling up are worse than useless; not only do they not help you do the things that are important enough to you to end up in your inbox, but they soon overflow and leave you in search of a new inbox to fill with all your new important stuff. All the while you get further and further behind…

    Set up an inbox-cleaning routine that fits your workstyle and the rate at which it fills. While you don’t want to let it fill to overflowing, you also don’t want to feel compelled to process everything the moment it hits your inbox. The point of your inbox is to help you manage your inputs, not to allow your inputs to manage you!

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    Next Time: Processing Your Inbox

    In the next “Back to Basics” post, we’ll look at ways of processing the material that ends up in your inboxes. While it might take some effort and discipline to make sure your inboxes are used effectively, maintaining an inbox is a largely passive affair: stuff keeps filling your inbox whether you do anything or not. Processing is the first part of doing, where you start making active decisions about what to do with each item in your inbox.

    Do you have any useful tips to help your fellow readers channel all their inputs into one place? Let us know in the comments!

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    The Gentle Art of Saying No

    The Gentle Art of Saying No

    No!

    It’s a simple fact that you can never be productive if you take on too many commitments — you simply spread yourself too thin and will not be able to get anything done, at least not well or on time.

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    But requests for your time are coming in all the time — through phone, email, IM or in person. To stay productive, and minimize stress, you have to learn the Gentle Art of Saying No — an art that many people have problems with.

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    What’s so hard about saying no? Well, to start with, it can hurt, anger or disappoint the person you’re saying “no” to, and that’s not usually a fun task. Second, if you hope to work with that person in the future, you’ll want to continue to have a good relationship with that person, and saying “no” in the wrong way can jeopardize that.

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    But it doesn’t have to be difficult or hard on your relationship. Here are the Top 10 tips for learning the Gentle Art of Saying No:

    1. Value your time. Know your commitments, and how valuable your precious time is. Then, when someone asks you to dedicate some of your time to a new commitment, you’ll know that you simply cannot do it. And tell them that: “I just can’t right now … my plate is overloaded as it is.”
    2. Know your priorities. Even if you do have some extra time (which for many of us is rare), is this new commitment really the way you want to spend that time? For myself, I know that more commitments means less time with my wife and kids, who are more important to me than anything.
    3. Practice saying no. Practice makes perfect. Saying “no” as often as you can is a great way to get better at it and more comfortable with saying the word. And sometimes, repeating the word is the only way to get a message through to extremely persistent people. When they keep insisting, just keep saying no. Eventually, they’ll get the message.
    4. Don’t apologize. A common way to start out is “I’m sorry but …” as people think that it sounds more polite. While politeness is important, apologizing just makes it sound weaker. You need to be firm, and unapologetic about guarding your time.
    5. Stop being nice. Again, it’s important to be polite, but being nice by saying yes all the time only hurts you. When you make it easy for people to grab your time (or money), they will continue to do it. But if you erect a wall, they will look for easier targets. Show them that your time is well guarded by being firm and turning down as many requests (that are not on your top priority list) as possible.
    6. Say no to your boss. Sometimes we feel that we have to say yes to our boss — they’re our boss, right? And if we say “no” then we look like we can’t handle the work — at least, that’s the common reasoning. But in fact, it’s the opposite — explain to your boss that by taking on too many commitments, you are weakening your productivity and jeopardizing your existing commitments. If your boss insists that you take on the project, go over your project or task list and ask him/her to re-prioritize, explaining that there’s only so much you can take on at one time.
    7. Pre-empting. It’s often much easier to pre-empt requests than to say “no” to them after the request has been made. If you know that requests are likely to be made, perhaps in a meeting, just say to everyone as soon as you come into the meeting, “Look guys, just to let you know, my week is booked full with some urgent projects and I won’t be able to take on any new requests.”
    8. Get back to you. Instead of providing an answer then and there, it’s often better to tell the person you’ll give their request some thought and get back to them. This will allow you to give it some consideration, and check your commitments and priorities. Then, if you can’t take on the request, simply tell them: “After giving this some thought, and checking my commitments, I won’t be able to accommodate the request at this time.” At least you gave it some consideration.
    9. Maybe later. If this is an option that you’d like to keep open, instead of just shutting the door on the person, it’s often better to just say, “This sounds like an interesting opportunity, but I just don’t have the time at the moment. Perhaps you could check back with me in [give a time frame].” Next time, when they check back with you, you might have some free time on your hands.
    10. It’s not you, it’s me. This classic dating rejection can work in other situations. Don’t be insincere about it, though. Often the person or project is a good one, but it’s just not right for you, at least not at this time. Simply say so — you can compliment the idea, the project, the person, the organization … but say that it’s not the right fit, or it’s not what you’re looking for at this time. Only say this if it’s true — people can sense insincerity.

    Featured photo credit: Pexels via pexels.com

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