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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 May 24, 2019

How to Be Productive at Home and Make Every Day a Productive Day

How to Be Productive at Home and Make Every Day a Productive Day

If you’ve ever wondered how to be productive at home or how you could possibly have a more productive day, look no further.

Below you’ll find six easy tips that will help you make the most out of your time:

1. Create a Good Morning Routine

One of the best ways to start your day is to get up early and eat a healthy breakfast.

CEOs and other successful people have similar morning routines, which include exercising and quickly scanning their inboxes to find the most urgent tasks.[1]

You can also try writing first thing in the morning to warm up your brain[2] (750 words will help with that). But no matter what you choose to do, remember to create good morning habits so that you can have a more productive day.

If you aren’t sure how to make morning routine work for you, this guide will help you:

The Ultimate Morning Routine to Make You Happy And Productive All Day

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2. Prioritize

Sometimes we can’t have a productive day because we just don’t know where to start. When that’s the case, the most simple solution is to list everything you need to get accomplished, then prioritize these tasks based on importance and urgency.

Week Plan is a simple web app that will help you prioritize your week using the Covey time management grid. Here’s an example of it:[3]

    If you get the most pressing and important items done first, you will be able to be more productive while keeping stress levels down.

    Lifehack’s CEO, Leon, also has great advice on how to prioritize. Take a look at this article to learn more about it:

    How to Prioritize Right in 10 Minutes and Work 10X Faster

    3. Focus on One Thing at a Time

    One of the biggest killers of productivity is distractions. Whether it be noise or thoughts or games, distractions are a barrier to any productive day. That’s why it’s important to know where and when you work best.

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    Need a little background noise to keep you on track? Try working in a coffee shop.

    Can’t stand to hear even the ticking of a clock while writing? Go to a library and put in your headphones.

    Don’t be afraid to utilize technology to make the best of your time. Sites like [email protected] and Simply Noise can help keep you focused and productive all day long.

    And here’s some great apps to help you focus: 10 Online Apps for Better Focus

    4. Take Breaks

    Focusing, however, can drain a lot of energy and too much of it at once can quickly turn your productive day unproductive.

    To reduce mental fatigue while staying on task, try using the Pomodoro Technique. It requires working on a task for 25 minutes, then taking a short break before another 25 minute session.

    After four “pomodoro sessions,” be sure to take a longer break to rest and reflect.

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    I like to work in 25 and 5 minute increments, but you should find out what works best for you.

    5. Manage Your Time Effectively

    A learning strategies consultant once told me that there is no such thing as free time, only unstructured time.

    How do you know when exactly you have free time?

    By using the RescueTime app, you can see when you have free time, when you are productive, and when you actually waste time.

    With this data, you can better plan out your day and keep yourself on track.

    Moreover, you can increase the quality of low-intensity time. For example, reading the news while exercising or listening to meeting notes while cooking. Many of the mundane tasks we routinely accomplish can be paired with other tasks that lead to an overall more productive day.

    A bonus tip, even your real free time can be used productively, find out how:

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    20 Productive Ways to Use Your Free Time

    6. Celebrate and Reflect

    No matter how you execute a productive day, make sure to take time and celebrate what you’ve accomplished. It’s important to reward yourself so that you can continue doing great work. Plus, a reward system is an incredible motivator.

    Additionally, you should reflect on your day in order to find out what worked and what didn’t. Reflection not only increases future productivity, but also gives your brain time to decompress and de-stress.

    Try these 10 questions for daily self reflection.

    More Articles About Daily Productivity

    Featured photo credit: Unsplash via unsplash.com

    Reference

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