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.
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.
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.
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.
“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.”
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!