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My Struggles With Email Triage

My Struggles With Email Triage
My struggles with email triage

I enjoy information, probably more than I should. I’ve managed to find a career path where information really is money — if I can break a story or create a new angle on it, I can eat at the end of the day. I’m constantly on the look out for new information that I can use. I get emails about all sorts of things, follow almost 300 blogs and websites via RSS and generally try to know everything the moment it happens.

As much as I love information, though, I’m willing to admit that I have a problem. I’m starting to get a little overloaded, and my old information triage system just isn’t working for me. Up until now, reading an email or post and acting on it immediately or getting it on my future tasks list has been enough. I was able to take a moment whenever a new email popped up and just go for it. No longer, though. I’ve got enough information coming my way that my system needs to mature.

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I already had labels implemented, in both my email account and my RSS reader, but they have become the final word in handling things. For instance, email newsletters are all labeled as such and are only read when more important matters have been dealt with, and are all read together. Same goes for blogs and websites. There are some sites that I simply must read in order to do my work — those go at the top of my list. Everything else can wait until I need a new project.

On Monday, I started an attempt to cut down the time I spend on email and other information. Up until now, I’ve kept a browser window open with my email, my RSS reader and other information tools open at all times. I broke down and took the advice of just about every productivity expert: I closed the window. It made a difference, too. Even taking a minute to delete an email is apparently enough to break my train of thought. It took sheer force of will — I really am an information addict — but, on Monday, I only checked my email four times over the course of my work day. It was okay, too. I know that I got more done than I normally would have, and nothing important slipped through the cracks. I managed to keep my RSS reading and other browsing to the same time frame.

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Penelope Trunk said something yesterday, while explaining why she never gets to that first, most important thing on her to-do list immediately. It really resonated with me: “…I sit down to work at 8am and I answer email. Which is never the most important thing, but it is always the most fun, because a full in-box is like a bucket full of lottery tickets: You never know, but you always hope you’ll hit big.” (The rest of the post isn’t about email, for the record.) That’s exactly what happens to me! I sit down, start reading and bump my first few tasks in order to process a few emails that really don’t measure up in importance.

I didn’t touch my computer for almost 36 hours — Monday evening through Wednesday morning. But when I logged on Wednesday and found 97 email in my inbox, I felt great — so many people wanted to talk to little ol’ me! I pared it down to 60 emails that I actually had to do something about, from responding to making notes on my calendar. We’re not even going to think about how many updates were waiting on my RSS reader. I knew that I really ought to just do a bit of quick triage to make sure nothing was urgent, and then move on to dealing with my work for the day. I could have handled anything else later and avoided any worries about a time crunch at the end of the day. But no. I got caught up in my email enjoyment and spent almost two hours going through all those emails, crafting responses and making notes. I have a nice, empty inbox to show for it, as well as a set of undone tasks. Saying that I fell off the wagon would be putting it lightly. Even worse, as I attempted to focus on getting my work done, I had a very difficult time shifting to spending more that a minute or two on the same thoughts.

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Creating a new method of processing information is an ongoing attempt for me. It would be far easier if I didn’t enjoy just reading the news for the heck of it, but I do know that getting used to not having information always at my finger tips may be the only way for me to focus on the important things — the things that I get paid for. For me, it’s a matter of finding balance between reading the information that leads me to future work and completing my current projects. I’m starting to think that, at least for me, checking my email once in the morning and once in the evening would be a great goal. I’m not sure how long it will take to reach that goal, but I’m working on repeating Monday’s success.

Do you have any ways that you keep yourself on track? Tricks to keep yourself from getting lost in email and other information? Please share — I may need all the help I can get!

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Last Updated on October 30, 2018

How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

Who needs Tony Robbins when you can motivate yourself? Overcoming the emotional hurdle to get stuff done when you’d rather sit on the couch isn’t always easy. But unless calling in sick and waking up at noon have no consequences for you, it’s often a must.

For those of you who never procrastinate, distract yourself or drag your feet when you should be doing something important, well done so far! But for the rest of you, it’s good to have a library of motivational boosters to move along.

Whether you’re starting a buisiness, trying to los weight or breaking a bad habit, you’ll learn how to motivate yourself with different techniques in this article.

13 Simple Ways to Motivate Yourself Right Now

Despite your best efforts, passion, habits and a flow-producing environment can fail. In that case, it’s time to find whatever emotional pump-up you can use to get started:

1. Go back to “why”

Focusing on a dull task doesn’t make it any more attractive. Zooming out and asking yourself why you are bothering in the first place will make it more appealing.

If you can’t figure out why, then there’s a good chance you shouldn’t bother with it in the first place.

2. Go for five

Start working for five minutes. Often that little push will be enough to get you going.

3. Move around

Get your body moving as you would if you were extremely motivated to do something. This ‘faking it’ approach to motivation may seem silly or crude but it works.

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4. Find the next step

If it seems impossible to work on a project for you, you can try to focus on the next immediate step.

Fighting an amorphous blob of work will only cause procrastination. Chunk it up so that it becomes manageable. Learn how to stop procrastinating in this guide.

5. Find your itch

What is keeping you from working? Don’t let the itch continue without isolating it and removing the problem.

Are you unmotivated because you feel overwhelmed, tired, afraid, bored, restless or angry? Maybe it is because you aren’t sure you have time or delegated tasks haven’t been finished yet?

6. Deconstruct your fears

I’m sure you don’t have a phobia about getting stuff done. But at the same time, hidden fears or anxieties can keep you from getting real work completed.

Isolate the unknowns and make yourself confident, you can handle the worst case scenario.

7. Get a partner

Find someone who will motivate you when you’re feeling lazy. I have a friend I go to the gym with. Besides spotting weight, having a friend can help motivate you to work hard when you’d normally quit.

8. Kickstart your day

Plan out tomorrow. Get up early and place all the important things early in the morning. Building momentum early in the day can usually carry you forward far later.

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Having a morning routine is a good idea for you to stay motivated!

9. Read books

Read not just self-help or motivational books but any book that has new ideas. New ideas get your mental gears turning and can build motivation. Here’re more reasons to read every day.

Learning new ideas puts your brain in motion so it requires less time to speed up to your tasks.

10. Get the right tools

Your environment can have a profound effect on your enthusiasm. Computers that are too slow, inefficient applications or a vehicle that breaks down constantly can kill your motivation.

Building motivation is almost as important as avoiding the traps that can stop it.

11. Be careful with the small problems

The worst killer of motivation is facing a seemingly small problem that creates endless frustration.

Reframe little problems that must be fixed as bigger ones or they will kill any drive you have.

12. Develop a mantra

Find a few statements that focus your mind and motivate you. It doesn’t matter whether they are pulled from a tacky motivational poster or just a few words to tell you what to do.

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If you aren’t sure where to start, a good personal mantra is “Do it now!” You can find more here too: 7 Empowering Affirmations That Will Help You Be Mentally Strong

13. Build on success

Success creates success. When you’ve just won, it is easy to feel motivated about almost anything. Emotions tend not to be situation specific, so a small win, whether it is a compliment from a colleague or finishing two thirds of your tasks before noon can turn you into a juggernaut.

There are many ways you can place small successes earlier on to spur motivation later. Structuring your to-do lists, placing straightforward tasks such as exercising early in the day or giving yourself an affirmation can do the trick.

How to Stay Motivated Forever (Without Motivation Tricks)

The best way to motivate yourself is to organize your life so you don’t have to. If work is a constant battle for you, perhaps it is time to start thinking about a new job. The idea is that explicit motivational techniques should be a backup, not your regular routine.

Here are some other things to consider making work flow more naturally:

Passion

Do things you have a passion for. We all have to do things we don’t want to. But if life has become a chronic source of dull chores, you’ve got a big problem that needs fixing.

Not sure what your passion is to get you motivated? This will help you:

How to Get Motivated and Be Happy Every Day When You Wake Up

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Habits

You can’t put everything on autopilot. I’ve found putting a few core habits in place creates a structure for the day.

Waking up at the same time, working at the same times and having a similar productive routine makes it easier to do the next day.

This guide will be useful for you if you’re looking to build good habits:

Understand Your Habits to Control Them 100%

Flow

Flow is the state where your mind is completely focused on the task at hand. While there are many factors that go into producing this state, having the right challenge level is a big part.

Find ways to tweak your tasks so they hover in that sweet spot between boredom and maddening frustration.

Easily distracted and hard to focus? Here’s your solution.

Final Thoughts

With all these tips I’ve shared with you, now you know what to do when you’re feeling unmotivated.

Find your passion and develop a positive mantra so when the next time negativity hits you again, you know how to stay positive and motivated!

Featured photo credit: Pexels via pexels.com

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