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How Many Times A Day Should You Check Your Email?

How Many Times A Day Should You Check Your Email?

    In my last post, I talked about six of the most common work habits that sabotage your productivity. The first offender on my list was how frequently you check your email. As I was writing my last article, I found that there was a ton of information on that topic, and it was really deserving of its own dedicated article.

    When it comes to our work email, most of us see it as a ball and chain. We’ve constantly got to be checking it, or risk the wrath of the bosses and co-workers that are trying to communicate with us. If we don’t respond to an email within 5 minutes, we’re seen as lazy or unproductive.

    But according to some experts, checking your email too frequently is actually a major factor that can contribute to diminished productivity. If you are one of those “every time my phone dings I must check my email immediately” sort of people, read on to discover why you may have become your own worst enemy.

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    How Often is Normal?

    So just how often does the average person check their email in a given day? It’s hard to track down reliable statistics. According to one poll, about 40% of people surveyed that they thought they checked their email between 6 and 20 times per day. Of course, it’s hard to say how accurate a person is when gauging their own email habits.

    Another survey says that 56.4% of people only check their email between 0-5 times per day. However, that study is from 2009, and arguably quite dated.

    “Never Check Your Email in the Morning”

    Oprah’s favorite organizational expert is a woman called Julie Morgenstern, author of “Never Check Email in the Morning.” Guess what she advises?

    According to Morgenstern, checking your email first thing when you get into the office each morning is problematic because it can a false sense of accomplishment. You answer 40 emails, and you feel like you’ve done a lot of work, but in reality you probably still have piles of paperwork, meetings, and phone calls to make. Answering email is essential to doing your work, but it isn’t always something that is actively making money for you or your company.

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    Productivity expert Sid Savara also agrees with Morgenstern. “When it comes to email, ignorance is bliss.  That’s why if you’ve got something important you want to make progress on, I have these four words for you: Don’t check your email. As soon as you get up, work on something important for 30-45 minutes, and only then check it. If you can stand it, wait even longer.  Some days I don’t check email at all until after lunch…Any new information you get can cause you to get distracted. I can’t control everything, but I can control my own self made distractions.”

    The 24-Hour Method

    Other people argue that rather than check your emails starting later in the day, you should just check them once per day, in the morning. Among the members of this camp is productivity expert Elizabeth Grace Saunders. She generally clears out her inbox during the first 1-2 hours of her day, and formulates her game plan for the rest of the day after that. After that, she doesn’t generally look at her email again for the rest of the day, allowing her to focus completely on business development and client projects.

    This is harder, of course, if you are at the bottom of the food chain at your company. But if you are in upper management or you are self-employed, setting this routine can be a great way to boost your productivity.

    When in Doubt, Check the Chart

    Scott Scheper checks his email twice a day, and has created a handy flow chart for helping you to blow through all the unread messages in your inbox.

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    Every time you open a new email, ask yourself 3 basic questions:
    1. Is this relevant?
    2. Can I solve this?
    3. Will it take less than 2 minutes of my time to deal with this?

    By following his handy flow chart, you’ll develop a new way to bust through your inbox more efficiently.

    5 A Day

    And just in case you hadn’t had enough conflicting expert opinions, here’s one more. Rod Kurtz of Business Week argues that you ought to be checking your work email five times per day.

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    “Check your inbox only five times daily–first thing in the morning, mid-morning, after lunch, mid-afternoon, and end of day. Or even less if you are capable. This works when you turn off the automatic send/receive function, allowing you up to two hours to focus on your work, rather than to be continually interrupted. It works when you group the sorting of your e-mail, making you more productive and efficient in dealing with it.”

    Conclusion

    There’s a difference between being busy and being productive. Make sure that you schedule your email time in such a way that you avoid confusing the two. If you approach your email with the correct attitude, you can boost your productivity by leaps and bounds.

    In the words of Scott Scheper, “A day filled with shooting the breeze with employees, answering questions, staring at emails, checking social networks and chatting with colleagues won’t make you rich. It’ll make you busy.”

    What’s your daily email routine? Do you plan to try any of these tips? Let us know in the comments below!

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    Tucker Cummings

    Writer and social media professional sharing productivity tips on Lifehack.

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    Last Updated on August 20, 2019

    26 Useful Things to Learn Now That Will Change Your Life

    26 Useful Things to Learn Now That Will Change Your Life

    If you pay attention to your everyday life careful enough, you’ll know that you can learn from everything and everyone you come across. Our life is basically full of useful lessons that we should learn.

    Here are 26 useful things to learn that Abhishek A. Singh shared on Quora. Let’s see how these life theories would lead you to live a different life.

    1. Primacy and recency: People mostly remember the first and last things that occurred, barely the middle.

    When scheduling an interview, ask the employer the time slots they do interviews and try to be the first or the last.

    2. If you work in a bar or in customer service of any kind, put a mirror behind you at the counter.

    In this way, angry customers who approach you will have to see themselves in the mirror behind you and the chance of them behaving irrationally will be lowered significantly.

    3. Once you make a sales pitch, don’t say anything else.

    This works in sales, but it can also be applied in other ways.

    My previous boss was training me and just gave me pointers. I was working at a gym trying to sell memberships. He told me that once I got all the small talk out of the way and presented the prices, the first person to talk would lose.

    It didn’t seem like a big deal but it actually worked. Often there were long periods of awkward silence as the person tried to come up with some excuses, but usually they bought.

    4. If you ask someone a question and they only partially answer, just wait.

    If you stay silent and keep eye contact, they will usually continue to talk.

    5. Chew gum when you’re approaching a situation that would make you nervous, like public speaking or bungee jumping.

    When we eat, our brain tell ourselves, “I would not be eating if I were danger. So I’m not in danger.” This has helped me to stay calm.

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    6. People will always remember how you made them feel, not what you said.

    Also, most people like talking about themselves; so ask lots of questions about them.

    7. When you’re learning something new, teach it to a friend. Let them ask you questions about it.

    If you’re able to teach something well, you will be sure that you’ve understood it very well.

    8. If you get yourself to be really happy and excited to see other people, they will react the same to you.

    It doesn’t always happen the first time, but it will definitely happen the next time.

    9. The physical effects of stress — breathing rate and heart rate — are almost identical to the physical effects of courage.

    When you’re feeling stressed in any situations, immediately reframe it : Your body is getting ready to be courageous, you are NOT stressed.

    10. Pay attention to people’s feet.

    If you approach two people in the middle of a conversation, and they only turn their torsos and not their feet, they don’t want you to join in the conversation.

    Similarly, if you are in a conversation with a coworker who you think is paying attention to you and their torso is turned towards you but their feet are facing in another direction, they want the conversation to end.

    11. Confidence is more important than knowledge.

    Don’t be intimidated by anyone, everyone is playing a role and wearing a mask.

    12. If you pretend to be something for long enough, you will eventually become it.

    Fake it till you make it. Period.

    13. Not to be creepy, but if you want to stare at someone unashamedly, look directly past them and wait for them to try and meet your eyes.

    When they fail to do that, they’ll look around (usually nervously for a second) they won’t look at you again for some time. This is your chance to straight up stare at this person for at least 45 seconds.

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    And as suggested by Brian Stutzman:

    If you’re staring at someone and get caught, DON’T turn your head or your body to look away, because that just confirms that you were staring.

    Just move your EYEBALLS off the person. Unlike turning your head, it’s instantaneous. And the person will think you were just looking at something behind them and that they were mistaken for thinking you were staring. Do it confidently, and ignore any reaction from the person, and you can sell it every single time.

    After a second, you can even look back at them with a “Why are you staring at me?” look on your face to really cement the deal!

    14. Build a network.

    Become the information source, and let the information be yours. Even grabbing a beer with a former colleague once a year will keep you in the loop at the old office.

    Former coworkers might have gotten a new position in that office you always wanted to work in, great! Go to them for a beer, and ask about the office. It’s all about connections and information.

    15. If you are angry at the person in front of you driving like a grandmother…

    Pretend it is your grandmother, it will significantly reduce your road rage.

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      16. Stand up straight.

      No slouching, hands out of pockets, and head held up high. It’s not just a cliche — you literally feel better and people around you feel more confident in you.

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      17. Avoid saying “I think,” and “I believe” unless absolutely necessary.

      These are phrases that do not evoke confidence, and will literally do you no good.

      18. When feeling anxious, clean up your home or work space.

      You will feel happier and more accomplished than before.

      main-qimg-a0187fc57b3d874f251bd06c388991dd

        19. Always buy the first pitcher or round of drinks.

        You’d be surprised how long you could drink on the phrase “I bought the first one.”

        20. Going into an interview… be interested in your interviewers.

        If you focus on learning about them, you’ll seem to be more interesting and dynamic. (Again, people love to talk about themselves.)

        21. Pay attention parents! Always give your kid a choice that makes them think they are in control.

        For instance, when I want my son to put his shoes on I will say ,”do you want to put your star wars shoes on or your shark shoes on?”

        Pro-tip: In some cases, this works on adults.

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          22. Your action affects your attitude more than your attitude affects your action.

          As my former teacher said “You can jump and dance FOR joy, but you can also jump and dance yourself joyful.”

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          23. When a group of people laugh, people will instinctively look at the person they feel closest to in that group.

          Notice who you look at and who look at you when you laugh with a group of people!

          24. If you want to build rapport or gain someone’s trust quickly, match their body posture and position.

          If someone is sitting with her legs crossed, cross your legs. If they’re leaning away from you, lean away from them. If they’re leaning towards you, lean towards them.

          Mirroring and matching body position is a subconscious way to tell if someone trusts you or is comfortable with you. If you’re sitting with your arms crossed and you notice someone else is sitting with her arms crossed, that is a good indicator that you have/are successfully built/building rapport with that person.

          25. The Benjamin Franklin Effect (suggested by Matt Miller)

          I find the basis of the Benjamin Franklin effect is very useful and extends far beyond pencil borrowing. This knowledge is useful in the world of flirting too.

          Asking a girl in your class if you can borrow a pencil or her notes or to explain the homework will make her more likely to like you than if you let her borrow your stuff or are the one to help her. Even just asking a girl to buy you drinks (facetiously) leaves a much bigger impression than offering to or actually buying a girl a drink.

          The best part is it kills 3 birds with one stone: you get the advantages of the favor itself, the person subconsciously likes you more, and it makes them more open to future favors and conversation.

          26. Handle panic and anxiety behaviors by tapping fingers (Suggested by Jade Barbee)

          When you’re feeling stressed, worried or angry, tap each finger tip while thinking (or speaking quietly) a few specific words about what is bothering you. Repeat the same words while tapping each of your 10 fingers, including thumbs.

          For example, tap while saying, “I’m so angry with her…” Doing so will likely take the charge out of the feeling and return you to a more resourceful (better feeling) state of being. It’s called EFT (Emotional Freedom Technique) or “tapping,” and it is useful in many life situations – emotional sadness, physical pain, food cravings, traumatic memories…

          Featured photo credit: Nicole Wolf via unsplash.com

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