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How I Achieved Inbox Zero in 4 Steps

How I Achieved Inbox Zero in 4 Steps

I love email. I can be hooked to my inbox all day on my trusty smartphone — and therefore, I love my smartphone too!

But I was not always an email-lover. Three and a half years ago, when I was working at a day job, I barely felt the need to check my email. Only after I started on my entrepreneurial journey, did I begin holding my emails dear. I am a blogger, a freelance writer, an editor, a behavioral coach and an online marketer. I am also religious about responding to every message I possibly can.

If you’re an entrepreneur too, and wondering what is it with us and email, you’re not alone. To me, email is the gateway to opportunities, an exchange of stellar ideas, or a chance to help a budding job-quitter blaze the right trail. That said, at times, email has become my worst enemy. For one, my partner has “caught” me checking and responding to messages on my phone in bed. At other times, my inbox has been the sole reason I’ve had near-zero productivity for hours.

There was an urgent need to manage my inbox (it counted 41,377 at the time!) and keep it clean.

So, I subscribed to the Inbox Zero practice, where every day each item in your inbox must be moved to the archives, trash or some other folder.

Here are the four simple hacks I used to do it, and you can too:

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1. Be Generous With Deleting Email

I was talking to Aymeric, founder of Weekplan.net, and asked him how he maintained his sanity and kept his inbox clean all the time. Aymeric was kind enough to give me his top tip, but also honest to reveal that he only recently hit Inbox Zero (which is pretty hard).

His number one tip? Be generous with email deletion.

I have a confession to make: I used to save each and every email, thinking I may need it sometime in future. May be it is a Cancerian trait or something, but I certainly was not deleting generously.

Then Einstein spoke to me: Psst…”the definition of insanity is doing the same thing over and over again and expecting a different result.”

Of course! Here I was expecting to achieve Inbox Zero and yet doing the same ol’, same ol’. Once I took Einstein’s advice, changed my ways and hit DELETE, things became more manageable.

A word of caution: You can go and delete everything in your inbox, followed by a momentary sigh of relief, only to be attacked by panic shortly thereafter. So don’t be a blind deleting machine — delete smartly. The best way I’ve found for smart deletion is to have folders or labels (or whatever you prefer). You can also choose a label and delete it entirely without touching other messages.

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For example, in 2009, when I started my freelance writing business, I subscribed to loads of newsletters that helped freelancers. I labeled them as “Blogging stuff”, “Freelance writing”, “Follow up blog emails” etc.

In hindsight, I admit my labeling skills were below par, but they served the purpose. Today I’ve come a long way and don’t need beginner tips anymore. So I hit DELETE and killed these labels in a heartbeat.

2. Unsubscribe Ruthlessly

And I mean ruthlessly. In the last few weeks, I have unsubscribed from 60% of the newsletters I don’t need any more. That was a relief because I didn’t have to keep working at cleaning up the mess.

Not only that, having put the effort into unsubscribing so much in the past few days, I kept the habit of subscribing in check.

I can sometimes suffer from the shiny-object syndrome. I think we all do. When I saw a new website, a cool app, or found a nice blog, I wanted to subscribe to them. And let’s not forget, I loved collecting and filing away the freebies people give away on their websites!

So, I became mindful of subscribing. Just before hitting “submit”, I asked myself: Do I really need this service/e-book/subscription? The keyword here is “need” versus “want”.

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It’s amazing how most of the time the answer was a resounding, “No”.

3. Ask Smart Questions First

One of my first blogs was in the area of freelance writing where I shared writing tips and tricks with other freelancers. I received a lot of email from fellow and budding writers sharing their thoughts, and at times, asking for help. Of course, being who I was, I took time and religiously replied to every email. Then it started getting a little too much because I was spending a lot of time writing long replies to a dozen questions that a newbie had packed into just one email. At times, the answer would be already available on my blog or the Net. The sender had not done their research.

So I came up with a few ninja questions:

  • Can this wait? If yes, move to “Follow up” label. If no, ask the next question.
  • Does this really require my attention? If no, move to Archives/Trash. If yes, ask the next question.
  •  Can I direct them to a resource instead? If yes, send the resource link and move to Archives/Trash. If no, ask the next question.
  • Am I ever going to respond/refer to this? If no, then move to Trash. If yes, respond in less than 5-sentences, move to Archives/Trash and get it done.

4. Be OK If You Don’t Achieve Inbox Zero Literally

I must admit, the first time I saw my inbox size go down from 41,377 to 0, I felt a little lonely. It was as if I was left in the Australian bush all on my own. I wasn’t sure if I wanted to really do Inbox Zero.

Yikes!

When I received a new email, I tried wiping its existence off the surface of my inbox. But it hurt me a little more. If Inbox Zero was the bush, a thriving, overflowing inbox was the city. And I’ve always been a city gal.

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I continued to keep my inbox empty for the next few days, but the sombre feeling wouldn’t go away. Then I looked online to see if other people were feeling the same uneasiness inside and bumped into Jeff Bercovici’s Inbox 50.

What a relief! Jeff probably describes the feeling much better than I do. He writes, “To do Inbox Zero, you have to like Inbox Zero.”

How true. To do the bush, I must like it first. Which I don’t right now.

So my point? It’s OK if you cannot survive the zilch. I’ve found the mid-way in Inbox 50-100. You can find it in Inbox 80, or Inbox 20. Take your pick. So long it doesn’t get back to Inbox 41,377!

Your Thoughts?

Would you ever try to achieve Inbox Zero? Or have you already? Love to hear your thoughts!

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Last Updated on September 20, 2018

8 Ways to Train Your Brain to Learn Faster and Remember More

8 Ways to Train Your Brain to Learn Faster and Remember More

You go to the gym to train your muscles. You run outside or go for hikes to train your endurance. Or, maybe you do neither of those, but still wish you exercised more.

Well, here is how to train one of the most important parts of your body: your brain.

When you train your brain, you will:

  • Avoid embarrassing situations. You remember his face, but what was his name?
  • Be a faster learner in all sorts of different skills. No problem for you to pick up a new language or new management skill.
  • Avoid diseases that hit as you get older. Alzheimer’s will not be affecting you.

So how to train your brain and improve your cognitive skills?

1. Work your memory

Twyla Tharp, a NYC-based renowned choreographer has come up with the following memory workout:

When she watches one of her performances, she tries to remember the first twelve to fourteen corrections she wants to discuss with her cast without writing them down.

If you think this is anything less than a feat, then think again. In her book The Creative Habit she says that most people cannot remember more than three.

The practice of both remembering events or things and then discussing them with others has actually been supported by brain fitness studies.

Memory activities that engage all levels of brain operation—receiving, remembering and thinking—help to improve the function of the brain.

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Now, you may not have dancers to correct, but you may be required to give feedback on a presentation, or your friends may ask you what interesting things you saw at the museum. These are great opportunities to practically train your brain by flexing your memory muscles.

What is the simplest way to help yourself remember what you see? Repetition.

For example, say you just met someone new:

“Hi, my name is George”

Don’t just respond with, “Nice to meet you”. Instead, say, “Nice to meet you George.”

Got it? Good.

2. Do something different repeatedly

By actually doing something new over and over again, your brain wires new pathways that help you do this new thing better and faster.

Think back to when you were three years old. You surely were strong enough to hold a knife and a fork just fine. Yet, when you were eating all by yourself, you were creating a mess.

It was not a matter of strength, you see. It was a matter of cultivating more and better neural pathways that would help you eat by yourself just like an adult does.

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And guess what? With enough repetition you made that happen!

But how does this apply to your life right now?

Say you are a procrastinator. The more you don’t procrastinate, the more you teach your brain not to wait for the last minute to make things happen.

Now, you might be thinking “Duh, if only not procrastinating could be that easy!”

Well, it can be. By doing something really small, that you wouldn’t normally do, but is in the direction of getting that task done, you will start creating those new precious neural pathways.

So if you have been postponing organizing your desk, just take one paper and put in its right place. Or, you can go even smaller. Look at one piece of paper and decide where to put it: Trash? Right cabinet? Another room? Give it to someone?

You don’t actually need to clean up that paper; you only need to decide what you need to do with it.

That’s how small you can start. And yet, those neural pathways are still being built. Gradually, you will transform yourself from a procrastinator to an in-the-moment action taker.

3. Learn something new

It might sound obvious, but the more you use your brain, the better its going to perform for you.

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For example, learning a new instrument improves your skill of translating something you see (sheet music) to something you actually do (playing the instrument).

Learning a new language exposes your brain to a different way of thinking, a different way of expressing yourself.

You can even literally take it a step further, and learn how to dance. Studies indicate that learning to dance helps seniors avoid Alzheimer’s. Not bad, huh?

4. Follow a brain training program

The Internet world can help you improve your brain function while lazily sitting on your couch. A clinically proven program like BrainHQ can help you improve your memory, or think faster, by just following their brain training exercises.

5. Work your body

You knew this one was coming didn’t you? Yes indeed, exercise does not just work your body; it also improves the fitness of your brain.

Even briefly exercising for 20 minutes facilitates information processing and memory functions. But it’s not just that–exercise actually helps your brain create those new neural connections faster. You will learn faster, your alertness level will increase, and you get all that by moving your body.

Now, if you are not already a regular exerciser, and already feel guilty that you are not helping your brain by exercising more, try a brain training exercise program like Exercise Bliss.

Remember, just like we discussed in #2, by training your brain to do something new repeatedly, you are actually changing yourself permanently.

6. Spend time with your loved ones

If you want optimal cognitive abilities, then you’ve got to have meaningful relationships in your life.  Talking with others and engaging with your loved ones helps you think more clearly, and it can also lift your mood.

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If you are an extrovert, this holds even more weight for you. At a class at Stanford University, I learned that extroverts actually use talking to other people as a way to understand and process their own thoughts.

I remember that the teacher told us that after a personality test said she was an extrovert, she was surprised. She had always thought of herself as an introvert. But then, she realized how much talking to others helped her frame her own thoughts, so she accepted her new-found status as an extrovert.

7. Avoid crossword puzzles

Many of us, when we think of brain fitness, think of crossword puzzles. And it’s true–crossword puzzles do improve our fluency, yet studies show they are not enough by themselves.

Are they fun? Yes. Do they sharpen your brain? Not really.

Of course, if you are doing this for fun, then by all means go ahead. If you are doing it for brain fitness, then you might want to choose another activity

8. Eat right – and make sure dark chocolate is included

Foods like fish, fruits, and vegetables help your brain perform optimally. Yet, you might not know that dark chocolate gives your brain a good boost as well.

When you eat chocolate, your brain produces dopamine. And dopamine helps you learn faster and remember better. Not to mention, chocolate contains flavonols, antioxidants, which also improve your brain functions.

So next time you have something difficult to do, make sure you grab a bite or two of dark chocolate!

The bottom line

Now that you know how to train your brain, it’s actually time to start doing.

Don’t just consume this content and then go on with your life as if nothing has changed. Put this knowledge into action and become smarter than ever!

Featured photo credit: Unsplash via unsplash.com

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