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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! :)

More by this author

Haim Pekel

Haim Pekel is an entrepreneur and shares tips on productivity and entrepreneurship at Lifehack.

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Last Updated on January 13, 2020

50 Motivational Quotes for Work to Inspire Success

50 Motivational Quotes for Work to Inspire Success

Let’s face it – no matter how excited you are about a new project or priority in your life, there will always be days when your motivation lags. Days when – despite all the progress you’ve made in the past – it just sounds easier to sit on the couch playing video games than to buckle down and crank out the work needed to meet your goals.

In order to be successful, you must be able to motivate yourself past these humps. Whenever you feel your drive and determination lagging, turn to these motivational quotes for work to provide the extra spark of passion needed to keep you on track.

Quotes about Goal Setting

Whether you’re still in the planning phases of your business or whether you’re plotting a plan of attack to bring about your long-range vision, setting good goals is a critical part of succeeding in business.

Check out these quotes for extra inspiration on how to turn your dreams into reality:

quote-Benjamin-E.-Mays-the-tragedy-in-life-doesnt-lie-in-106113

    “The tragedy in life doesn’t lie in not reaching your goal. The tragedy lies in having no goal to reach.”– Benjamin Mays


    “By recording your dreams and goals on paper, you set in motion the process of becoming the person you most want to be. Put your future in good hands — your own.”–Mark Victor Hansen


    “Give yourself an even greater challenge than the one you are trying to master and you will develop the powers necessary to overcome the original difficulty.”–William J. Bennett – The Book of Virtues


    “The entrepreneur is essentially a visualizer and actualizer… He can visualize something, and when he visualizes it he sees exactly how to make it happen.”–Robert L. Schwartz

    Quotes about Achieving Excellence in Work

    Once you’ve got your goals together, you’ll need to put in 110% of your effort in order to transform these visions into reality. To increase your motivation to work at a consistently high level, take a look at the following words of wisdom:

    “Excellence is an art won by training and habituation. We do not act rightly because we have virtue or excellence, but we rather have those because we have acted rightly. We are what we repeatedly do. Excellence, then, is not an act but a habit.”–Aristotle


    “If you are going to achieve excellence in big things, you develop the habit in little matters. Excellence is not an exception, it is a prevailing attitude.”–Charles R. Swindoll

    Desire is the key to motivation

      “Desire is the key to motivation, but it’s determination and commitment to an unrelenting pursuit of your goal — a commitment to excellence — that will enable you to attain the success you seek.”–Mario Andretti


      “The secret of joy in work is contained in one word – excellence. To know how to do something well is to enjoy it.”–Pearl Buck


      “The quality of a person’s life is in direct proportion to their commitment to excellence, regardless of their chosen field of endeavor.”–Vince Lombardi

      Quotes about Determination and Persistence

      Since every business or other endeavor is bound to hit some rough patches, it’s often a person’s level of determination and patience that brings about either success or failure. These positive quotes give you an extra boost of encouragement:

      “Enter every activity without giving mental recognition to the possibility of defeat. Concentrate on your strengths, instead of your weaknesses… on your powers, instead of your problems.”–Paul J. Meyer


      “Knowing trees, I understand the meaning of patience. Knowing grass, I can appreciate persistence.”–Hal Borland


      “Nothing in the world can take the place of Persistence. Talent will not; nothing is more common than unsuccessful men with talent. Genius will not; unrewarded genius is almost a proverb. Education will not; the world is full of educated derelicts. Persistence and determination alone are omnipotent. The slogan ‘Press On’ has solved and always will solve the problems of the human race.”–Calvin Coolidge

      quote-Thomas-Fuller-an-invincible-determination-can-accomplish-almost-anything-92190

        “An invincible determination can accomplish almost anything and in this lies the great distinction between great men and little men.”–Thomas Fuller

        Quotes about Leadership

        Whether you use it to engage your employees, to encourage teamwork or motivate others to follow your unique way of thinking, leadership is crucial. Take your leadership cues from these renowned leaders’ famous sayings:

        “The most dangerous leadership myth is that leaders are born — that there is a genetic factor to leadership. This myth asserts that people simply either have certain charismatic qualities or not. That’s nonsense; in fact, the opposite is true. Leaders are made rather than born.” –Warren G. Bennis


        “All of the great leaders have had one characteristic in common: it was the willingness to confront unequivocally the major anxiety of their people in their time. This, and not much else, is the essence of leadership.”–John Kenneth Galbraith

        Leadership is not magnetic personality

          “Leadership is not magnetic personality — that can just as well be a glib tongue. It is not ‘making friends and influencing people’ — that is flattery. Leadership is lifting a person’s vision to high sights, the raising of a person’s performance to a higher standard, the building of a personality beyond its normal limitations.”–Peter F. Drucker


          “The task of leadership is not to put greatness into people, but to elicit it, for the greatness is there already.”–John Buchan


          “High sentiments always win in the end. The leaders who offer blood, toil, tears and sweat always get more out of their followers than those who offer safety and a good time. When it comes to the pinch, human beings are heroic.”–George Orwell

          Quotes for Success

          Think of success as a holistic process – one which results from the combination of goal-setting, excellence, patience, determination and leadership you prioritize throughout your career. These highly successful people provide you with an excellent source of motivation:

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          “Be patient with yourself. Self-growth is tender; it’s holy ground. There’s no greater investment.”–Stephen Covey


          “Believe in yourself! Have faith in your abilities! Without a humble but reasonable confidence in your own powers you cannot be successful or happy.”–Norman Vincent Peale

          Success is the ability to go from one failure to another with no loss of enthusiasm.

            “Success consists of going from failure to failure without loss of enthusiasm.”–Winston Churchill


            “Successful and unsuccessful people do not vary greatly in their abilities. They vary in their desires to reach their potential.”–John Maxwell


            “Would you like me to give you a formula for success? It’s quite simple, really. Double your rate of failure. You are thinking of failure as the enemy of success. But it isn’t at all. You can be discouraged by failure or you can learn from it, So go ahead and make mistakes. Make all you can. Because remember that’s where you will find success.”– Thomas J. Watson


            “The great successful men of the world have used their imagination.  They think ahead and create their mental picture in all its details, filling in here, adding a little there, altering this a bit and that a bit, but steadily building – steadily building.”–Robert Collier


            “It is a paradoxical but profoundly true and important principle of life that the most likely way to reach a goal is to be aiming not at that goal itself but at some more ambitious goal beyond it.”–Arnold Toynbee

            Sports Quotes for Athletes

            You don’t need to be a Michael Jordan-caliber athlete to draw inspiration from the following quotes. Even if you’re just a recreational player or someone who’s using sports as a means to get back in shape after long periods of inactivity, the following motivational sports quotes will encourage you:

            “My attitude is that if you push me towards something that you think is a weakness, then I will turn that perceived weakness into a strength.”–Michael Jordan


            “Pain is temporary. It may last a minute, or an hour, or a day, or a year, but eventually it will subside and something else will take its place. If I quit, however, it lasts forever.”–Lance Armstrong

            Strength does not come from winning. Your struggles develop your strengths.

              “Strength does not come from winning. Your struggles develop your strengths. When you go through hardships and decide not to surrender, that is strength.”–Arnold Schwarzenegger


              “I know what I have to do, and I’m going to do whatever it takes. If I do it, I’ll come out a winner, and it doesn’t matter what anyone else does.”–Florence Griffith Joyner


              “Every time you stay out late; every time you sleep in; every time you miss a workout; every time you don’t give 100% – You make it that much easier for me to beat you.”–Unknown


              “If you are hurt, whether in mind or body, don’t nurse your bruises. Get up and light-heartedly, courageously, good temperedly get ready for the next encounter. This is the only way to take life – this is also ‘playing’ the game!”–Emily Post


              “We must train from the inside out. Using our strengths to attack and nullify any weaknesses. It’s not about denying a weakness may exist but about denying its right to persist.”–Vince McConnell

              Quotes to Motivate Learning

              Committing yourself to pursuing knowledge in a single area is a tremendous endeavor – one that often seems overwhelming given the depth and breadth of information that’s available today. Keep the following motivational quotes in mind if you’re learning:

              “How far you go in life depends on your being tender with the young, compassionate with the aged, sympathetic with the striving and tolerant of the weak and the strong. Because someday in life you will have been all of these.”–George Washington Carver

              quote-William-Arthur-Ward-if-you-can-imagine-it-you-can-36189

                “If you can imagine it, you can achieve it; if you can dream it, you can become it.”–William Arthur Ward


                “It is the mark of an educated mind to be able to entertain a thought without accepting it.”– Aristotle


                “Success is not the key to happiness.Happiness is the key to success.If you love what you are doing, you will be successful.”–Albert Schweitzer


                “Wear your learning, like your watch, in a private pocket: and do not pull it out and strike it, merely to show that you have one.”–Philip Stanhope, 4th Earl of Chesterfield


                “He who asks is a fool for five minutes, but he who does not ask remains a fool forever.”–Chinese Proverb


                “Study while others are sleeping; work while others are loafing; prepare while others are playing; and dream while others are wishing.”–William Arthur Ward


                “Books can be dangerous. The best ones should be labeled ‘This could change your life’.”–Helen Exley


                “A book is like a garden carried in the pocket.”–Chinese Proverb

                All-Time Favorite Positive Quotes

                Finally, whatever your goals are in life, you can’t go wrong by taking the advice of the following famous motivational quotes:

                “Change your thoughts and you change your world.”–Norman Vincent Peale


                “Your time is limited, don’t waste it living someone else’s life. Don’t be trapped by dogma, which is living the result of other people’s thinking. Don’t let the noise of other’s opinion drowned your own inner voice. And most important, have the courage to follow your heart and intuition, they somehow already know what you truly want to become. Everything else is secondary.”–Steve Jobs


                “Nobody can go back and start a new beginning, but anyone can start today and make a new ending.”–Maria Robinson


                “Out of clutter, find Simplicity. From discord, find Harmony. In the middle of difficulty lies Opportunity.”–Albert Einstein


                “Yesterday is not ours to recover, but tomorrow is ours to win or lose.”–Lyndon Johnson

                If we did all the things we are capable of, we would literally astound ourselves.

                  “If we did all the things we are capable of, we would astound ourselves.”–Thomas Edison


                  “You miss 100% of the shots you don’t take.”–Wayne Gretzky


                  “Success is not final, failure is not fatal: it is the courage to continue that counts.”–Winston Churchill


                  “What lies behind us and what lies before us are tiny matters compared to what lies within us.”–Ralph Waldo Emerson

                  Final Thoughts

                  To use these motivational quotes effectively, find the one that speaks to you. Although all of the phrases listed above can be considered “motivational,” only you can decide which one resonates with you most directly.

                  Next, take the quote you’ve settled on and copy it onto small index cards or other pieces of paper that can be stored around your home and workspace.

                  If you’re creative, you can create inspiration boards, signs or other decorative displays featuring your favorite motivational quotes – really, though, the most important thing is that your chosen phrase be accessible in a variety of different places. This will make it easy to access and review whenever you feel your motivation slipping away.

                  More Inspiring Quotes

                  Featured photo credit: Kyle Glenn via unsplash.com

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