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7 Ways to Exorcise Your Email Demons

7 Ways to Exorcise Your Email Demons

Email has become such an integral part of our lives that it’s nearly impossible to go without it. You can’t simply ignore them and continue to function normally. Just like anything else, however, email needs to be managed and thoughtfully integrated into your schedule.

A popular productivity hack for managing email is the idea of an Inbox Zero. That means getting to a point where you have no emails left in your inbox. Unfortunately this is pretty unrealistic and exhausting. There is always going to be a new email in your inbox and if your goal is to get to Inbox Zero, chances are you’re going to spend your entire day just clearing out each mail as it comes in. A perpetual hamster wheel.

Instead of being glued to your phone or computer, watching for new messages like a hawk, here are seven ways to more realistically manage your emails:

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1. Be clear, concise, actionable, and relevant with emails. The idea here is to cut down on the back-and-forth. With ambiguous and open-ended emails you’re only going to get people emailing you back for clarification so you can expect a new email for every one you send out. You want the recipients to clearly understand your email and not have to respond.

2. Use Gmail’s priority inbox. It automatically tries to separate your important emails from everything else. Priority inbox learns which emails are important to you based on your emailing history and what emails you mark as important. In default mode, it automatically separates your mail into ‘Important and unread’, ‘Starred’ and ‘Everything else’, but you can easily change these settings to something that suits you. Filtering your email shows you exactly what you need, the rest is usually junk or distractions.

3. Don’t check your email too often. This is the biggest productivity killer. Every time your email distracts you, you’ll need about 5-15 minutes to recover your focus on the task you were doing. Set up regular but infrequent time slots to check your email. Some people try to power through work first thing in the morning and then slot in an email check before lunch. Then one last quick check near the end of the work day. Creating these time crunches helps to zero in on emails that require immediate attention.

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4. Use Boomerang so important emails don’t fall to the bottom of your inbox. It’s a pretty nifty plugin that allows you to schedule emails and reminds you to follow up. One particular feature allows you to remove emails from your inbox and bring them back to the top at a later, more convenient time. The Mailbox App for your smartphone also has this feature.

5. Receive less email by sending less email – practice what you preach. Drawing from Point 1, sending email means you will be receiving email. So if you send less, you’ll receive less. Not only are you helping yourself but you’re helping the recipient form better habits too – everyone wins.

6. Have an email routine. Besides when you decide to check your email, how long you’re allowed to spend reading or writing should also be limited. By setting up a strict routine you’ll know when your time is up and to return to your immediate to-do list instead of being side tracked by a supposedly urgent issue. If it is really urgent, you would likely receive a call.

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7. Speaking of calls, don’t handle controversial or highly sensitive topics through email. Email is the worst medium to communicate emotion. All the recipient sees is text so they tend to fill in the context and emotions around an email themselves. If you have something very controversial, you are better off discussing this over the phone or in person to avoid misinterpretations and miscommunication.

Ultimately we need to realize that email is simply one of the many tools we use to communicate with people. It’s important not to think of it as our job and become a slave to it. By using these tips, you’ll be able to manage it more effectively and be more productive. Get rid of those email demons once and for all.

Do you have any other tips for managing email? Let us know in the comments below!

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Last Updated on January 21, 2020

5 Steps To Move Out Of Stagnancy In Life

5 Steps To Move Out Of Stagnancy In Life

In the journey of growth, there are times when we grow and excel. We are endlessly driven and hyped up, motivated to get our goals.

Then there are times when we stagnate. We feel uninspired and unmotivated. We keep procrastinating on our plans. More often than not, we get out of a rut only to get back into another one.

How do you know if you are stagnating? Here are some tell-tale signs:

  • If you have been experiencing chronic procrastination on your goals
  • If you don’t ever feel like doing anything
  • If you keep turning to sleep, eating, games, mindless activities and entertainment for comfort
  • If you know you should be doing something, but yet you keep avoiding it
  • If you have not achieved anything new or significant now relative to 1 month, 2 months or 3 months ago
  • If you have a deep sense of feeling that you are living under your potential

When we face stagnation in life, it’s a sign of deeper issues. Stagnancy in life, just like procrastination, is a symptom of a problem. It’s easy to beat ourselves over it, but this approach is not going to help.

Here, I will share 5 steps to help you move out of this stagnation. They won’t magically transform your life in 1 night (such changes are never permanent because the foundations are not built), but they will help you get the momentum going and help you get back on track.

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1. Realize You’re Not Alone

Everyone stagnates at some point or another. You are not alone in this and more importantly, it’s normal. In fact, it’s amazing how many of my clients actually face the same predicament, even though all of them come from different walks of life, are of different ages, and have never crossed paths.

Realizing you are not alone in this will make it much easier to deal with this period. By trying to “fight it”, you’re only fighting yourself. Accept this situation, acknowledge it, and tell yourself it’s okay. That way, you can then focus on the constructive steps that will really help you.

2. Find What Inspires You

Stagnation comes because there isn’t anything that excites you enough to take action. If you don’t have a habit of setting goals, and instead just leave yourself to daily mundanes, it’s not surprising you are experiencing stagnation.

What do you want to do if there are no limitations? If you can have whatever you want, what will it be? The answers to these questions will provide the fuel that will drive you forward.

On the other hand, even if you are an experienced goal setter, there are times when the goals you set in the past lose their appeal now. It’s normal and it happens to me too. Sometimes we lose touch with our goals, since we are in a different emotional state compared to when we first set them. Sometimes our priorities change and we no longer want to work on those goals anymore. However, we don’t consciously realize this, and what happens is we procrastinate on our goals until it compounds into a serious problem.

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If that’s the case for you, it’s time to relook into your goals. There’s no point in pursuing goals that no longer inspire you. Trash away your old goals (or just put them aside) and ask yourself what you really want now. Then go for them.

3. Give Yourself a Break

When’s the last time you took a real break for yourself? 3 months? 6 months? 1 year? Never? Perhaps it’s time to take a time-out. Prolonged working can cause someone to become disillusioned as they lose sight of who they are and what they want.

Go take some extended leave from work. A few days at bare minimum; a few weeks or months will be great. Some of my ex-colleagues have quit their jobs and took months out to do some self-reflection. Of course, some of us might not have that luxury, so we can stick to a few weeks of leave.

Go on a trip elsewhere and get away from your work and your life. Use this chance to get a renewed perspective of life. Think about your life purpose, what you want and what you want to create for your life in the future.

These are big questions that require deep thinking over them. It’s not about finding the answers at one go, but about taking the first step to finding the answers.

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4. Shake up Your Routines

Being in the same environment, doing the same things over and over again and meeting the same people can make us stagnant. This is especially if the people you spend the most time with are stagnant themselves.

Change things around. Start with simple things, like taking a different route to work and eating something different for breakfast. Have your lunch with different colleagues, colleagues you never talked much with. Work in a different cubicle if your work has free and easy seating. Do something different than your usual for weekday evenings and weekends. Cultivate different habits, like exercising every day, listening to a new series of podcasts every morning to work, reading a book, etc (here’re 6 Proven Ways To Make New Habits Stick). The different contexts will give you different stimulus, which will trigger off different thoughts and actions in you.

When I’m in a state of stagnancy, I’ll get a sense of what’s making me stagnate. Sometimes it’s the environment I’m in, sometimes it’s the people I’ve been hanging out with, sometimes it’s my lifestyle. Most of the times it’s a combination of all these. Changing them up helps to stir myself out of the stagnant mode.

5. Start with a Small Step

Stagnation also comes from being frozen in fear. Maybe you do want this certain goal, but you aren’t taking action. Are you overwhelmed by the amount of work needed? Are you afraid you will make mistakes? Is the perfectionist in you taking over and paralyzing you?

Let go of the belief that it has to be perfect. Such a belief is a bane, not a boon. It’s precisely from being open to mistakes and errors that you move forward.

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Break down what’s before you into very very small steps, then take those small steps, a little step at a time. I had a client who had been stagnating for a long period because he was afraid of failing. He didn’t want to make another move where he would make a mistake. However, not wanting to make a mistake has led him to do absolutely nothing for 2-3 years.

On the other hand, by doing just something, you would already be making progress, whether it’s a mistake or not. Even if you make a supposed “mistake”,  you get feedback to do things differently in the next step. That’s something you would never have known if you never made a move.

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Featured photo credit: Anubhav Saxena via unsplash.com

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