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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 March 25, 2020

How Do You Change a Habit (According to Psychology)

How Do You Change a Habit (According to Psychology)

Habits are hard to kill, and rightly so. They are a part and parcel of your personality traits and mold your character.

However, habits are not always something over-the-top and quirky enough to get noticed. Think of subtle habits like tapping fingers when you are nervous and humming songs while you drive. These are nothing but ingrained habits that you may not realize easily.

Just take a few minutes and think of something specific that you do all the time. You will notice how it has become a habit for you without any explicit realization. Everything you do on a daily basis starting with your morning routine, lunch preferences to exercise routines are all habits.

Habits mostly form from life experiences and certain observed behaviors, not all of them are healthy. Habitual smoking can be dangerous to your health. Similarly, a habit could also make you lose out on enjoying something to its best – like how some people just cannot stop swaying their bodies when delivering a speech.

Thus, there could be a few habits that you would want to change about yourself. But changing habits is not as easy as it seems.

In this article, you will learn why it isn’t easy to build new habits, and how to change habits.

What Makes It Hard To Change A Habit?

To want to change a particular habit means to change something very fundamental about your behavior.[1] Hence, it’s necessary to understand how habits actually form and why they are so difficult to actually get out of.

The Biology

Habits form in a place what we call the subconscious mind in our brain.[2]

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Our brains have two modes of operation. The first one is an automatic pilot kind of system that is fast and works on reflexes often. It is what we call the subconscious part. This is the part that is associated with everything that comes naturally to you.

The second mode is the conscious mode where every action and decision is well thought out and follows a controlled way of thinking.

A fine example to distinguish both would be to consider yourself learning to drive or play an instrument. For the first time you try learning, you think before every movement you make. But once you have got the hang of it, you might drive without applying much thought into it.

Both systems work together in our brains at all times. When a habit is formed, it moves from the conscious part to the subconscious making it difficult to control.

So, the key idea in deconstructing a habit is to go from the subconscious to the conscious.

Another thing you have to understand about habits is that they can be conscious or hidden.

Conscious habits are those that require active input from your side. For instance, if you stop setting your alarm in the morning, you will stop waking up at the same time.

Hidden habits, on the other hand, are habits that we do without realizing. These make up the majority of our habits and we wouldn’t even know them until someone pointed them out. So the first difficulty in breaking these habits is to actually identify them. As they are internalized, they need a lot of attention to detail for self-identification. That’s not all.

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Habits can be physical, social, and mental, energy-based and even be particular to productivity. Understanding them is necessary to know why they are difficult to break and what can be done about them.

The Psychology

Habits get engraved into our memories depending on the way we think, feel and act over a particular period of time. The procedural part of memory deals with habit formation and studies have observed that various types of conditioning of behavior could affect your habit formations.

Classical conditioning or pavlovian conditioning is when you start associating a memory with reality.[3] A dog that associates ringing bell to food will start salivating. The same external stimuli such as the sound of church bells can make a person want to pray.

Operant conditioning is when experience and the feelings associated with it form a habit.[4] By encouraging or discouraging an act, individuals could either make it a habit or stop doing it.

Observational learning is another way habits could take form. A child may start walking the same way their parent does.

What Can You Do To Change a Habit?

Sure, habits are hard to control but it is not impossible. With a few tips and hard-driven dedication, you can surely get over your nasty habits.

Here are some ways that make use of psychological findings to help you:

1. Identify Your Habits

As mentioned earlier, habits can be quite subtle and hidden from your view. You have to bring your subconscious habits to an aware state of mind. You could do it by self-observation or by asking your friends or family to point out the habit for your sake.

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2. Find out the Impact of Your Habit

Every habit produces an effect – either physical or mental. Find out what exactly it is doing to you. Does it help you relieve stress or does it give you some pain relief?

It could be anything simple. Sometimes biting your nails could be calming your nerves. Understanding the effect of a habit is necessary to control it.

3. Apply Logic

You don’t need to be force-fed with wisdom and advice to know what an unhealthy habit could do to you.

Late-night binge-watching just before an important presentation is not going to help you. Take a moment and apply your own wisdom and logic to control your seemingly nastily habits.

4. Choose an Alternative

As I said, every habit induces some feeling. So, it could be quite difficult to get over it unless you find something else that can replace it. It can be a simple non-harming new habit that you can cultivate to get over a bad habit.

Say you have the habit of banging your head hard when you are angry. That’s going to be bad for you. Instead, the next time you are angry, just take a deep breath and count to 10. Or maybe start imagining yourself on a luxury yacht. Just think of something that will work for you.

5. Remove Triggers

Get rid of items and situations that can trigger your bad habit.

Stay away from smoke breaks if you are trying to quit it. Remove all those candy bars from the fridge if you want to control your sweet cravings.

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6. Visualize Change

Our brains can be trained to forget a habit if we start visualizing the change. Serious visualization is retained and helps as a motivator in breaking the habit loop.

For instance, to replace your habit of waking up late, visualize yourself waking up early and enjoying the early morning jog every day. By continuing this, you would naturally feel better to wake up early and do your new hobby.

7. Avoid Negative Talks and Thinking

Just as how our brain is trained to accept a change in habit, continuous negative talk and thinking could hamper your efforts put into breaking a habit.

Believe you can get out of it and assert yourself the same.

Final Thoughts

Changing habits isn’t easy, so do not expect an overnight change!

Habits took a long time to form. It could take a while to completely break out of it. You will have to accept that sometimes you may falter in your efforts. Don’t let negativity seep in when it seems hard. Keep going at it slowly and steadily.

More About Changing Habits

Featured photo credit: Mel via unsplash.com

Reference

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