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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 October 9, 2020

    Find out How to Study Effectively With These 6 Tips

    Find out How to Study Effectively With These 6 Tips

    Learning is a lifelong endeavor and one that we can all hopefully learn to enjoy. One way to boost learning is through effective study techniques and habits. Once you learn how to study effectively, learning will get significantly easier, both in the classroom and out.

    There are several study habits that are pivotal to know in order to study effectively and properly. These techniques could be the deciding factor as to whether you pass or fail or, more importantly, learn. These 6 techniques will help you learn how to study effectively.

    1. Take Notes

    In order to study, a person is required to understand what he or she is learning. A great way of understanding/learning is by making notes of the content you are reading[1]. Note-taking may including making linear notes, diagrams, charts, etc.

    The key to taking notes when learning how to study effectively is limiting your notes to the most important and complex information, and making it all as simple as possible. Trying to write down everything you hear is a recipe for disaster, as you will simply become overwhelmed when looking back at what you’ve written.

    An exceptional note making style is using summaries. Summaries are a written record of all the important points in a short and concise version. They’re excellent for using when an exam is fast approaching. However, if this doesn’t work for the subject matter or if you’re more creative, try mapping instead[2].

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    Use mind mapping when learning how to study effectively.

      2. Practice

      Studying is meant to enable you to apply your learned knowledge to real life situations, so if you want to learn how to study effectively, focus on practice.

      The best way to study is by practicing with realistic examples and questions. As one TED article points out, “Practice is the repetition of an action with the goal of improvement, and it helps us perform with more ease, speed, and confidence”[3].

      For example, if you have a big interview coming up, how will you prepare for it? You’ll likely study types of questions typically asked in interviews. The most effective next step would be finding a friend to do a mock-interview with you. One article points out that “a mock interview helps you learn how to answer difficult questions, develop interview strategies, improve your communication skills, and reduce your stress before an actual job interview”[4].

      Placing yourself in these kinds of practice testing situations will help you recreate the emotions you’ll likely feel in the actual situation, so you won’t be taken off guard when the time comes.

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      3. Improve Your Study Area

      Often enough, we study in a place that we feel comfortable in, but this has both pros and cons. Make sure that the room you’re studying in is not too cold or too warm. A cold room will make you feel uneasy, whereas an overly warm room will make you feel lethargic and lazy.

      Ensure that it’s not in an area with a lot of traffic that will work to distract you. If there is a lot of distracting background noise, consider putting on some relaxing music to drown it out[5].

      Furthermore, ensure that your study space is free of clutter. Research shows that clutter significantly increases chances of procrastination[6]. Other studies have suggested that having excess clutter can increase stress and levels of cortisol. Therefore, if you really want a productive study hour, make sure your workspace is clean first.

      4. Eliminate Distractions

      You may need to decipher between a distraction and an interruption when learning how to study effectively. A distraction can come in the form of open social media pages or a crying child, whereas an interruption can be anything from a phone ringing to an unexpected visitor showing up.

      While interruptions are nearly impossible to control, it is possible to eliminate the majority of distractions for certain periods of time. Choose a time when you’re alone or it’s quiet enough for you to study. It takes a lot of concentration to study properly, and there’s no guarantee that you can focus again once your train of thought is disturbed.

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      If you have to use your computer to study, close out of all social media pages. If you have small children, ask your partner to keep them occupied in the meantime. There is often a solution for the distractions that each of us have to deal with in life, so get creative.

      5. Set Goals

      In order to make progress with your studies when learning how to study effectively, it’s great if you set mini goals or objectives for yourself. Set out an allocated amount of work you want to complete for a day and make sure you do it. Every time you accomplish a mini goal, reward yourself with some free time. This will assure that you’re properly motivated and certainly won’t suffer from a burn out from over-studying.

      Deadlines can be hugely helpful in motivating us to get things done. One study suggests that “as we approach a deadline, or get near to completing a task, this has the effect of reducing ‘opportunity costs’ – essentially, the lure of all the other things you could be doing instead”[7].

      If you know you have a big exam coming up in a day or two, make a deadline for yourself. For example, tell yourself: “I will read these three chapters before 10 pm tonight.” You can even set a reward for when you complete your goal on time.

      You can read more on creating effective deadlines in this article.

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      6. Follow a Healthy Routine

      When learning how to study effectively, a healthy routine is important to your success. Your body needs to brace itself for intense studying, which is why you should get at least 8 hours of sleep, keeping in mind that the amount of time you sleep before 12 counts the most.

      Have a proper diet, including not living off energy drinks or takeout. A proper diet consists of 3 to 5 meals a day with average portions. If you need energy, opt for whole grains instead of processed grains to ensure your body is able to slowly process the food, offering consistent energy for the study session ahead.

      The greatest obstacle to face is having a balanced lifestyle, as studying is very time and energy consuming, which is why an overall healthy lifestyle is highly recommended.

      Final Thoughts

      Whether you’re studying for a big interview, a final exam, or a certification, learning how to study effectively is crucial to your success. Follow the tips above to ensure that the time you spend studying is time used well.

      More Tips on Studying Effectively

      Featured photo credit: Windows via unsplash.com

      Reference

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