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14 Bad Habits That Prevent Inbox Zero

14 Bad Habits That Prevent Inbox Zero

Managing email and the “infamous” Inbox Zero is creating quite a buzz these days.  Many of us have long entrenched email habits that prevent us from reaching max email efficiency.  Instead of processing and getting rid of emails, we tend to hoard them like they are little gold nuggets covered in mud, waiting to be refined.  And, of course, there is a slew of other habits that add to the email pile.

Here are my 14 cents. Let me know if I missed any in the comments section.

Let’s start.

1. Email Window Shopping

How many times have you opened your inbox, only to scroll quickly through the list?  This is a major waste of time.  If you open your email, do something!  Delete, archive, create tasks, reminders, etc.  Just opening and closing your email list is a sure way to never achieving Inbox Zero.

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2. Mark Unread

What’s this all about?  This is one of my favorites and it relates directly to the above mentioned point.  If you open and read an email–make a decision. If you need to do something about it and don’t have time now, create a task with a clear next step.  There is no reason to keep this email in your list; archive it and manage your task list!

3. No Rhythm

The tempo in which you process your emails has a lot to do with the routines you create.  If you don’t set up specific times to process your inbox, you’re allowing fate and impulse to decide for you when it’s going to happen.  Get in the habit of processing email at certain times, and you’ll end up achieving inbox zero multiple times during the day.  Bonus tip: by doing the above, you can also ensure you are alert and have enough energy to process email.

4. Setting Up for Failure

Creating powerful habits helps us to make sure things get done.  A powerful habit is a habit that you miss doing; i.e. if I missed it, I feel compelled to do what I can to correct that mistake. Many of us set a goal to process as many emails as we can; so in essence we are setting ourselves up for failure.  If you change that goal to achieving Inbox Zero twice per day, you’ll get addicted to success.

5. Writing long emails

Another email habit is writing long emails.  People don’t read emails, they browse through them. Do you really think that someone who gets on average 114 emails per day will read a long email?

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Arrange all the emails you’re sending in bullets and make sure that you never send our long emails.  Your prize?  You receive, in kind, shorter emails which will results in less time reading aimlessly.

6. Emotional Emails

Another thing relating to the point above: avoid expressing emotions in emails!  It creates long emails that lead to long replies and a lot of unnecessary correspondence that leads nowhere.  Emails are not a great medium to express emotions; a lot gets lost in the text, and often, the other party takes it out of context leading to, sometimes, disastrous results.

7. Email is not the only option

Sometimes you need to talk face to face or use something called a telephone!  Particularly relating to the above point, if there is an emotional point to convey, a phone call or meeting is best option for this.  Prior to writing an email, spend a second or two to consider if it will be more effective to communicate another way.

8. RE:RE:Re:RE

If you reply to an email that had more than 3 back and forwards, stop!  Something is not working. It’s time to consider a call or face to face meeting.

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9. Reply All

Target only specific people. Don’t CC people who are not relevant to an email just to “keep them in the loop,” unless of course you’re interested in creating more emails. Many times, people who are cc’d on email feel obligated to “contribute” which leads to more emails, delays, and confusion.  Emails, often, are tasks.  Tasks should be given to individuals who are accountable to get them done.  Keeping people in the loop should be done via periodic summary emails or meetings.

10. Gibberish

When writing an email, take your time, and write clearly.  If you email is not clear, guess what?  You’ll be getting at least one email from each recipient asking for clarifications.  Take time to draft, relax, and proofread an email.  Personally, I often draft my emails, and only send them out an hour later.  I find that when I space out the review, I better identify how to improve my response.  Indeed this takes discipline, but it will help minimize clarification emails from your recipients and you’ll be much more appreciated by your peers (and boss).

11. Working without structure

When processing emails, process with a set structure.  Either answers emails from newest to oldest or oldest to newest.  Don’t hop between emails, because in doing so, you are violating a previous rule–don’t read, skip, mark unread.  I like to answer the newest emails first.  It helps me give fast replies to returning emails and impress people who sent me just a few minutes ago an mail ;-).

12. Canned responses

How often do you find yourself re-writing similar emails?  When you process your emails, you tend to bump into emails that you know you’ve written before.  Instead of writing emails again and again, when you identify a certain email pattern, just copy/paste them into an email answers database and process those pesky ‘been there done that emails’ faster.

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13. Spam

I’m sure that overtime, you subscribed probably to at least 50 sites you’re not following anymore. Services like Unroll.me can help you unsubscribe quickly from services that clog your inbox with unnecessary newsletters.  When you see spam, spend the few seconds to unsubscribe; even though it can be painful, doing so will prevent you from seeing hundreds of emails over the course of the next year.

14 Send less emails!

Duh, if you want to receive fewer emails, send less email. Until next time! :)

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Last Updated on September 20, 2018

8 Ways to Train Your Brain to Learn Faster and Remember More

8 Ways to Train Your Brain to Learn Faster and Remember More

You go to the gym to train your muscles. You run outside or go for hikes to train your endurance. Or, maybe you do neither of those, but still wish you exercised more.

Well, here is how to train one of the most important parts of your body: your brain.

When you train your brain, you will:

  • Avoid embarrassing situations. You remember his face, but what was his name?
  • Be a faster learner in all sorts of different skills. No problem for you to pick up a new language or new management skill.
  • Avoid diseases that hit as you get older. Alzheimer’s will not be affecting you.

So how to train your brain and improve your cognitive skills?

1. Work your memory

Twyla Tharp, a NYC-based renowned choreographer has come up with the following memory workout:

When she watches one of her performances, she tries to remember the first twelve to fourteen corrections she wants to discuss with her cast without writing them down.

If you think this is anything less than a feat, then think again. In her book The Creative Habit she says that most people cannot remember more than three.

The practice of both remembering events or things and then discussing them with others has actually been supported by brain fitness studies.

Memory activities that engage all levels of brain operation—receiving, remembering and thinking—help to improve the function of the brain.

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Now, you may not have dancers to correct, but you may be required to give feedback on a presentation, or your friends may ask you what interesting things you saw at the museum. These are great opportunities to practically train your brain by flexing your memory muscles.

What is the simplest way to help yourself remember what you see? Repetition.

For example, say you just met someone new:

“Hi, my name is George”

Don’t just respond with, “Nice to meet you”. Instead, say, “Nice to meet you George.”

Got it? Good.

2. Do something different repeatedly

By actually doing something new over and over again, your brain wires new pathways that help you do this new thing better and faster.

Think back to when you were three years old. You surely were strong enough to hold a knife and a fork just fine. Yet, when you were eating all by yourself, you were creating a mess.

It was not a matter of strength, you see. It was a matter of cultivating more and better neural pathways that would help you eat by yourself just like an adult does.

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And guess what? With enough repetition you made that happen!

But how does this apply to your life right now?

Say you are a procrastinator. The more you don’t procrastinate, the more you teach your brain not to wait for the last minute to make things happen.

Now, you might be thinking “Duh, if only not procrastinating could be that easy!”

Well, it can be. By doing something really small, that you wouldn’t normally do, but is in the direction of getting that task done, you will start creating those new precious neural pathways.

So if you have been postponing organizing your desk, just take one paper and put in its right place. Or, you can go even smaller. Look at one piece of paper and decide where to put it: Trash? Right cabinet? Another room? Give it to someone?

You don’t actually need to clean up that paper; you only need to decide what you need to do with it.

That’s how small you can start. And yet, those neural pathways are still being built. Gradually, you will transform yourself from a procrastinator to an in-the-moment action taker.

3. Learn something new

It might sound obvious, but the more you use your brain, the better its going to perform for you.

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For example, learning a new instrument improves your skill of translating something you see (sheet music) to something you actually do (playing the instrument).

Learning a new language exposes your brain to a different way of thinking, a different way of expressing yourself.

You can even literally take it a step further, and learn how to dance. Studies indicate that learning to dance helps seniors avoid Alzheimer’s. Not bad, huh?

4. Follow a brain training program

The Internet world can help you improve your brain function while lazily sitting on your couch. A clinically proven program like BrainHQ can help you improve your memory, or think faster, by just following their brain training exercises.

5. Work your body

You knew this one was coming didn’t you? Yes indeed, exercise does not just work your body; it also improves the fitness of your brain.

Even briefly exercising for 20 minutes facilitates information processing and memory functions. But it’s not just that–exercise actually helps your brain create those new neural connections faster. You will learn faster, your alertness level will increase, and you get all that by moving your body.

Now, if you are not already a regular exerciser, and already feel guilty that you are not helping your brain by exercising more, try a brain training exercise program like Exercise Bliss.

Remember, just like we discussed in #2, by training your brain to do something new repeatedly, you are actually changing yourself permanently.

6. Spend time with your loved ones

If you want optimal cognitive abilities, then you’ve got to have meaningful relationships in your life.  Talking with others and engaging with your loved ones helps you think more clearly, and it can also lift your mood.

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If you are an extrovert, this holds even more weight for you. At a class at Stanford University, I learned that extroverts actually use talking to other people as a way to understand and process their own thoughts.

I remember that the teacher told us that after a personality test said she was an extrovert, she was surprised. She had always thought of herself as an introvert. But then, she realized how much talking to others helped her frame her own thoughts, so she accepted her new-found status as an extrovert.

7. Avoid crossword puzzles

Many of us, when we think of brain fitness, think of crossword puzzles. And it’s true–crossword puzzles do improve our fluency, yet studies show they are not enough by themselves.

Are they fun? Yes. Do they sharpen your brain? Not really.

Of course, if you are doing this for fun, then by all means go ahead. If you are doing it for brain fitness, then you might want to choose another activity

8. Eat right – and make sure dark chocolate is included

Foods like fish, fruits, and vegetables help your brain perform optimally. Yet, you might not know that dark chocolate gives your brain a good boost as well.

When you eat chocolate, your brain produces dopamine. And dopamine helps you learn faster and remember better. Not to mention, chocolate contains flavonols, antioxidants, which also improve your brain functions.

So next time you have something difficult to do, make sure you grab a bite or two of dark chocolate!

The bottom line

Now that you know how to train your brain, it’s actually time to start doing.

Don’t just consume this content and then go on with your life as if nothing has changed. Put this knowledge into action and become smarter than ever!

Featured photo credit: Unsplash via unsplash.com

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