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Top 10 Email Habits that Everyone Should Have

Top 10 Email Habits that Everyone Should Have

For the full original unedited article visit Leo Babauta’s blog, Zen Habits

‘And none will hear the postman’s knock
Without a quickening of the heart.
For who can bear to feel himself forgotten?’
~W.H. Auden

Email can be a great tool, and email can be a tool for procrastination or overwhelm.

It’s not email itself that decides, it’s how you use it.

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There was a time when I declared email bankruptcy, but these days I do it 2-3 times daily and power through it quickly and minimally.

I’ve developed a set of habits that work for me, helping me to keep email minimal and productive and still be able to focus on more important work. I can honestly say that at least once a day, my inbox is empty, and that’s a nice feeling.

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I offer them here not to say that these are the email habits you should follow, but to show one person’s way of doing things.

My Essential Email Habits

The email habits that work for me:

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  1. Limited email processing times. I don’t keep email open all day, nor do I open it frequently. I have come to peace with the idea that I can let email pile up to 20-30 messages and my world won’t collapse, nor will it be difficult to process to empty. Note that I call it “email processing time”, not “email reading time” — I open my email and process to empty, instead of just reading things and leaving them in the inbox.
  2. Take action. When I open an email, I make a quick decision: delete/archive, act now (if it takes a minute or two) and then reply/archive, send a quick reply (and then archive), add to my todo list to do later (and star and then archive). In none of those cases is the email left sitting in the inbox.
  3. Immediately add things to the calendar. One of my best habits is to open up my calendar immediately whenever there’s a date from an email that I need to remember. If someone wants to meet or Skype or do a workout, it goes on the calendar. If I need to follow up on something next week, it goes on the calendar. It’s automatic now, and so I rarely ever forget anything.
  4. Keyboard shortcuts. I use Gmail, which has a great set of shortcuts for processing email. I spent a few minutes learning them, and if you consciously use them, soon they become muscle memory. The key ones for me: ‘gi’ to go back to the inbox, ‘a’ for archive, Shift-3 to delete, ‘c’ for compose, ‘r’ for reply, ‘f’ for forward, ‘a’ to reply to all, ‘gs’ to go to my starred messages, Tab Return when I’m composing a message to send and archive it. I also have it set to go to the next message in the inbox after I delete or archive a message, rather than going back to the inbox, so I quickly process from top to bottom.
  5. Keep emails short. I usually reply with 1-3 sentences. It’s rare that I will send a message longer than 5 sentences, and if I do, I have to really justify it to myself. If something needs to be written in longer form, I’d prefer to open a new Google Doc, write it up, and share it with the person (docs are better for sharing, collaborating, editing, reading). Keeping emails short means it’s quick to reply, and the other person doesn’t have to wade through an essay to get the key information.
  6. Quick todo list adding. An email inbox isn’t a great todo list, because 1) your todos are mixed in with all kinds of other things, making it hard to figure out what needs to be done; 2) the subject lines of emails don’t often contain the actual action needed, so you have to remember what needs to be done when you scan your subject lines; and most importantly, 3) as you are checking your todo list (your inbox), other messages come in to demand your attention, and so you’re always distracted. Better is to keep a simple text document. I use Launchbar to append text to my todo list, so adding a todo item is a matter of a few keystrokes. That makes it effortless, which means I can quickly form a nice list without the distractions of an inbox.
  7. Keep only unread emails in inbox. This one is for advanced users only, but I have hacked my Gmail inbox so that only unread emails are in my inbox. What this means is that if I read an email and don’t act on it, it disappears from my inbox. That forces me to act now, or I will lose the email to the ether. This is built-in motivation to actually process the email, and in practice this helps you keep your inbox empty. (hat-tip to dbuntix)
  8. Bookmark or read later. Often someone will send me something to read (something they’ve written or an article they like). I will open the link, then bookmark it to read later, or add to Instapaper to read later. That way I don’t spend a ton of time in email because I have a lot of reading to do.
  9. Filter ruthlessly. When an email appears in my inbox that I don’t need to see, and it’s likely that it will happen again, I will hit “unsubscribe”, or immediately create a filter so it won’t come into my inbox again. This drastically reduces my emails. I’m ruthless about it, and will even apply it to people who bother me.
  10. Close email when done. When I’ve processed my email as much as I can, I close it. I don’t need to open it again until hours later, if at all.

If your inbox is really full, here’s how to clear it out quickly: for to-dos that are in your inbox, star them, put them on a to-do list, and archive. Archive and delete others, make some quick replies, put everything else in a “to-read” or “to-process” folder if you need to. Now you have an empty inbox that you can keep empty with the habits in this article.

 

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Having good email habits is important simply because if you trust yourself to process email effectively, you won’t worry about it. You can let it pile up as you do more important work, with the peace of mind that comes from knowing you’ll get it to empty when you decide to get to it.

More by this author

Leo Babauta

Founder of Zen Habits and expert in habits building and goals achieving.

The Gentle Art of Saying No How to Find Your Passion and Live a Fulfilling Life Simple Productivity: 10 Ways to Do More by Focusing on the Essentials How to Pare Your To-do List Down to the Essentials A Guide to Becoming a Better Writer: 15 Practical Tips

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Last Updated on May 16, 2019

The Daily Rituals of 7 Successful CEOs

The Daily Rituals of 7 Successful CEOs

One of my favorite success quotes ever comes from one of the original and most successful ‘CEOs’ of his era: Aristotle. Here’s what he said:

“We are what we repeatedly do. Excellence, then, is not an act, but a habit.”

This advice is just as sound today as it was when Aristotle first expressed it, way back when. I’m reminded of this at least once a week, when I interview an inspiring author, leader, or successful CEO on my show. I ask my guests a series of questions about what has contributed to their success and their ability to build something meaningful.

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You want to know what nearly all of them say? Almost every time, they respond by telling me that their success is the result of simple habits  enacted day after day.

These quotes from seven successful CEOs demonstrate the daily rituals that have contributed to their success:

1. Promote what you love.

“It’s so much better to promote what you love than to bash what you hate.” – Jessica Alba, CEO of The Honest Company

2. Develop a feedback loop.

“I think it’s very important to have a feedback loop, where you’re constantly thinking about what you’ve done and how you could be doing it better. I think that’s the single best piece of advice: constantly think about how you could be doing things better and questioning yourself.” – Elon Musk, CEO of TESLA Motors

3. Create things that are better, not just “different.”

“Our task today is to find singular ways to create the new things that will make the future not just different, but better—to go from 0 to 1. The essential first step is to think for yourself. Only by seeing our world anew, as fresh and strange as it was to the ancients who saw it first, can we both re-create it and preserve it for the future.” – Peter Thiel, CEO of Palantir and best-selling author of Zero To One.

4. Meditate.

“Meditate. Breathe consciously. Listen. Pay attention. Treasure every moment. Make the connection.” – Oprah Winfrey, CEO of OWN Network

5. Read every day.

“Read 500 pages every day. That’s how knowledge works. It builds up like compound interest.”-Warren Buffet, CEO of investment firm Berkshire-Hathaway

6. Block time for email.

“Set aside a 20- to 30-minute chunk of time two or three times a day for email. Do not check continually through the day.” – Doug Camplejohn, CEO of predictive lead marketing company FlipTop.

7. Make your customers happy.

“We see our customers as invited guests to a party, and we are the hosts. It’s our job every day to make every important aspect of the customer experience a little bit better.” – Jeff Bezos, CEO of Amazon.com

Develop the right rituals. Become a successful CEO.

If the majority of these daily habits are new to you, avoid making the crucial mistake of adopting all of these habits at once. Research on habit-formation indicates that lasting habits are formed one at a time.

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For example, let’s say you’re excited about developing the following daily habits:

  • daily reading,
  • daily meditation, and
  • updating your to-do list every night

Let’s say that daily reading is the one that excites you the most out of the three habits noted above. It would be wise of you to begin by choosing and scheduling time to read every day, and then sticking to that time until it becomes a habit. Once it feels effortless and automatic, you’ll know that you’ve turned it into a daily habit. Now you’re ready to install the next habit… and the next… Until before you know it, you’ll start looking in the mirror and seeing the reflection of a successful CEO.

Featured photo credit: Amy Hirschi via unsplash.com

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