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6 Strategies to Organize Overwhelming Email: Stem the Flood of Information

6 Strategies to Organize Overwhelming Email: Stem the Flood of Information

For many the issue of inbox overwhelm isn’t simply about being in an email heavy job, it’s very much about the deluge of incoming information. Newsletters, sales notices, marketing emails, jokes, social media updates, and updates from a variety of blogs and websites can make up a large portion of email piling up in your inbox daily. While these communications may often be necessary, desired even, they can all just get to be too much, when left unchecked. They will utterly take-over your inbox and completely overwhelm even the most organized and efficient among us. There are however, some simple steps we can take to combat this insidious dribble of incoming information. Simple yes; easy no. We humans are wired to seek information. We want to stay informed, in the loop, knowledgeable. We hate not keeping up with everything that’s going on around us. We might even go so far as to say that our insatiable curiosity has turned into an information addiction. Though many of us are still in denial about that…

Strategies to Stem the Flood and Clear Emails

  1. Cool it with the newsletters. Really. Only subscribe to newsletters if the information is truly valuable to you in some way. Useful, informative or entertaining is fine, but if you find yourself frequently skimming or deleting without even reading, it’s time to unsubscribe.
  2. Use an RSS reader. Instead of signing up for daily or weekly emails, subscribe to the site’s RSS feed (For example: Here’s Lifehack’s Feed) and use Google Reader or something similar to store and manage your information. Get it out of your inbox if you can!
  3. Be very selective when forwarding emails. Jokes, chain emails, video links, photos, and that sort of thing, but for the most part, it might be a better idea to post that kind of information on your Facebook wall. Everyone loves a cute pet or a good laugh; once in a while is fine, but not on a regular basis.
  4. Opt out of those sales alerts. If you need to buy something, you can search the internet for sales or discounts. If you don’t need it then you shouldn’t be wasting time getting alerts about it. It is a waste of your valuable time and inbox space and will probably save you money as well!
  5. Likewise, opt out of those marketing emails. Nearly every time you sign up on some website and give out your email, you are going to be placed on a mailing list. Unless you are waiting for some specific information from the website, uncheck that box during the sign-up process. If there wasn’t an option or you missed it, opt out or unsubscribe as soon as the marketing emails start showing up.
  6. Get it in digest format if possible. Instead of getting a notification every time someone posts on your LinkedInTwitter, or Facebook profile, opt for digest emails instead. Another option is to use an inbox filter to divert them to a separate folder, get text alerts, or turn off the notifications totally. You can always log in daily to look.

There are so many strategies we can use to organize email, weed out and trim down our email volume. With a little diligence, we can move a bit closer to an efficient, streamlined inbox that is a useful tool to share valuable information. Isn’t that what it’s supposed to be for anyway?

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Featured photo credit:  Businessman with at signs flying from his hands via Shutterstock

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Royale Scuderi

A creative strategist, consultant and writer who specializes in cultivating human potential for happiness, health and fulfillment.

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Published on October 14, 2019

10 Organizational Skills Training Techniques for the Overwhelmed

10 Organizational Skills Training Techniques for the Overwhelmed

Do you constantly feel overwhelmed by the amount of tasks you have to complete at work? If so, then it may be time to look into some organizational skills training techniques.

Organizational skills are an asset. They allow you to add structure to your day so that you meet deadlines, attend every meeting, and even have enough time to take your breaks (imagine that!). As transferable skills, they can also add value to your personal life.

So, if being organized and able to perform at your very best at work, even when you’re inundated with duties, sounds appealing to you, then read on.

Why You Need Organizational Skills Training

According to the Cambridge Dictionary, organizational skills refers to:[1]

“the ability to use your time, energy, resources, etc. in an effective way so that you achieve the things you want to achieve.”

When you’re feeling overwhelmed at work (or anywhere really) achieving anything seems impossible. This is why organizational skills training is crucial. The skills you learn can help you to overcome the feeling of defeat so you can take command of your tasks again.

The Benefits of Organizational Skills

Having organizational skills allow you to not only be more organized, but to also be more productive and more effective. You’ll have greater control of your tasks and be able to accomplish more things. It can also reduce stress-levels, and experiencing less stress means leading a healthier lifestyle.

Examples of organizational skills include:

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As previously mentioned, while a major benefit for the workplace, they are also valuable in your personal life.

Think about it, our personal lives are also filled with many tasks and activities. Whether it’s going to the bank or buy groceries, or doing household duties such as vacuuming or taking out the trash, each responsibility is basically a task that needs to be completed in order for our home lives to run as smoothly as possible.

How to Learn Organizational Skills

Many businesses and organizations provide organizational skills training, whether it’s a workshop, company presentation, online training course, or an all-out conference. Attending these events is a great start to learning organizational skills. Then, of course, you can set your own goals.

For most people, organizational skills don’t come naturally. However, fortunately, just like any other skill, they’re learnable. Once you acquire an understanding of a skill, the more you practice it, the better you’ll get at it.

If you’re completely new to all of this, your best bet is to start small. Set yourself one goal, select one thing you’d like to improve on, and repeat it regularly until it becomes a habit. Once you’re confident in maintaining the habit, you can add to your goal or expand on it.

Starting small and gradually adding as you progress is a good course of action, as it can ensure that you actually achieve what you set out to accomplish. If you dive straight into the deep end, you risk being even more overwhelmed than before and may fail to meet expectations completely.

Surrounding yourself with people that have particular behaviors is another way to learn organizational skills. Having a super organized team leader, manager, or head of business can greatly influence your own actions and behavior.

10 Organizational Skills Training Techniques

If you’ve noticed yourself feeling overwhelmed and stressed at work recently, then perhaps you could try out one of the following organizational skills training techniques. They could help you to get back control, focus on your tasks, and reduce stress-levels.

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1. Make a List

If you’re feeling swamped with tasks, creating a to-do list is great for taking back control of the things you need to do.

By writing down your tasks in order of importance (make sure you prioritize your list!), you’ll have a visualization of what needs to get done.

You’ll also get to experience the feeling of great relief when you get to cross a task off your to-do list when it’s completed!

2. Don’t Rely on Your Memory

Even if you have superhuman memory, it’s always a good idea to write everything down.

From project deadlines, to customer details, to product prices, writing things down can serve as a reminder so you don’t forget the important things when you’re feeling overwhelmed.

And with most of us carrying around smartphones, you’re never far from a tool where you can write something down.

3. Schedule

A huge part of being organized is knowing how to plan, and expert planning involves a lot of scheduling.

Scheduling is taking a step further than creating a to-do list. Not only do you have the things you need to do recorded, but you have a timetable when you should complete them. This helps you to develop your time management skills as you’re expected to coordinate tasks and activities so that deadlines are met and everything is done on time.

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4. Learn to Delegate

Learning to delegate tasks is a valuable skill that will help to keep you organized. Not only will it lighten your workload, but it will sharpen your planning and prioritization skills as you will have to learn which tasks should be done by you and which tasks are okay to be given to someone else.

5. Avoid Multitasking

While the idea of attempting to do more than one task simultaneously may seem brilliant, in practice, it’s the complete opposite. Multitasking is known to actually lower your productivity as it diminishes your focus and attention and things become more difficult and take longer to complete.

6. Minimize Interruptions

It’s impossible to control every aspect of your environment but it doesn’t hurt to try. By minimizing interruptions while you’re at work, it gives you a better chance of completing them as effectively and efficiently as possible.

Investing in noise-cancelling headphones or installing a social media block on your desktop are examples of ways you could reduce distractions.

7. Reduce Clutter

A notable organizational skills training technique is to create a filing system for your documents. Whether it’s at work or at home, we all accumulate documents that we may not currently need but are too afraid to throw away in case we will need it in the future.

Having an organized system can allow you to locate necessary documents any time you need them. It also keeps them safeguarded which reduces the chance of losing something important. This filing system applies to both actual paperwork and digital documents.

8. Organize Your Workspace

Where we work greatly influences how we work. If you have a cluttered and messy workspace, then the chances of you working in an unorganized fashion can be very high.

Keeping an organized workspace ensures that you’re able to perform at your most productive. You won’t waste time looking for things that have been misplaced and working in a clutter-free environment can be soothing for your mind.

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9. Get Rid of What You Don’t Need

Clutter is known to lead to stress and anxiety.[2] If you’re already feeling overwhelmed, then the sight of clutter can increase that feeling.

Getting rid of things you no longer need clears out your environment and, hopefully, your mind as well.

Done with that sticky-note? Throw it away! Inbox is filled to the brim with unread emails? Unsubscribe to newsletters you no longer read! Whatever you no longer require in your physical and digital life, get rid of it.

Here’s a guide to help you declutter: How to Declutter Your Life and Reduce Stress (The Ultimate Guide)

10. Tidy up Regularly

While working, it can get easy for your desk to get untidy. You’re focused on work and so keeping everything at your desk in order is probably a lower priority. But it’s something to be conscious of. Doing a regular tidy up can ensure the mess on your desk doesn’t go overboard.

Whether it’s a quick clean up every day, or a deep clean every month. Being aware of tidying up and fitting it into your routine will help keep you organized and less stressed.

The Bottom Line

Possessing organizational skills enables you to get back control of your tasks when you’re feeling overwhelmed and perform better at work. They can make you more productive, more efficient, and of course, more organized.

Remember, they’re not only valuable at work! Because of their transferability, they can be beneficial in other areas of your life. And really, it doesn’t hurt to be organized at home and socially, as well as at work.

Featured photo credit: Jeff Sheldon via unsplash.com

Reference

[1] Cambridge Dictionary: Organizational Skills
[2] Psychology Today: Why Mess Causes Stress: 8 Reasons, 8 Remedies

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