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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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    Last Updated on February 21, 2019

    7 Natural Memory Boosters That Actually Work for All Ages

    7 Natural Memory Boosters That Actually Work for All Ages

    Forgot a name? Misplaced your keys? Taking longer to find the right words? Don’t panic. There’s plenty you can do to improve your memory.

    You’re probably expecting us to reveal 7 little known and newly discovered herbs from the forests of the Amazon, the peaks of the Himalayas and the Arctic tundra. No such luck.

    Despite Americans spending hundreds of millions of dollars a year on Ginkgo Biloba, Ashwagandha, Periwinkle, Bacopa, Vitamin B’s, Omega 3’s and memory boosting supplement cocktails, there is very little scientific evidence they actually work. [1]

    Instead, we’re going to offer you 7 completely natural memory boosters, backed up by scientific research. It may take a little more effort than a magic memory pill, but the benefits will transcend your memory and improve your overall quality of life as well, making you more fit, energetic, happy and sharp.

    How Do We Remember?

    The first process in remembering is creating a memory.

    This is where our brain sends a signal, associated with a thought, event or piece of information our mind is processing, over our brains neural pathways, called synapses.

    Think of our neural pathways like roads and information like trucks. The better the roads, the more trucks can be driven.

    The second step in remembering is memory consolidation.

    Consolidation is when the brain takes that thought, event or piece of information and actually stores it in the brain. So now we’re talking about taking delivery of the trucks and storing its contents in the warehouse.

    Consolidation helps us store information and label it properly, so its organized and easy to retrieve when needed.

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    The last step is memory retrieval.

    That’s the step whereby we try to retrieve the information stored in our brains. You know when you have the name of someone on the tip of your tongue.

    You have the information; it’s been stored, but you just can’t find it. Our memory recall is typically better the stronger the memory is and the more often we’ve used it.

    Memory decline is a normal part of aging. However, new scientific research is discovering many new ways for us to improve memory creation, consolidation and retrieval–no matter our age.

    7 Natural Memory Boosters

    So how to work on memory and boost your brain power? Here’re 7 brain boosters backed by science that you should try:

    1. Aerobic Exercise

    Aerobic activity is about as close as we get to a magic pill for our memories. Exercise helps your brain create new capillaries and brain-derived neurotrophic factor (BDNF) which creates new brain cells and connections. To put it in plain english, aerobic activity changes our brains and helps it grow.

    Studies have shown that exercising increases the size of the hippocampus and improves memory. In fact, even if you start exercising as an older adult, you can reverse cognitive decline by 1 to 2 years and protects against further decreases in the size of the hippocampus, which is essential for memory. [2]

    In another study, reviewed by Dr. Ian Robertson of the University of Dublin, they looked at a group of people of 60 years and older, who engaged in “active walking” for four months.

    They compared them with another group of people who only stretched over the same period of time. After testing both groups before and after the 4 month period, the walkers improved their memory and attention considerably more than the stretching group.

    So which exercises are best and how much do we have to exercise?

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    Turns out, it doesn’t really matter whether you run, swim, row or bike. What does matter is that you push yourself beyond your current abilities, keep doing more, keep getting better. Set yourself short term goals and keep pushing the goal posts.

    2. Sleep

    You need your sleep. The deeper the better. Sleep helps improve your procedural memory (how to do things, like how do I navigate my iPhone) and declarative memory (facts, like what’s my password). [3]

    Even short naps from 6 to 45 minutes have been shown to improve your memory. In one Harvard study, college students memorized pairs of unrelated words, memorized a maze and copied a complex form. All were tested on their work. Half were then allowed to take a 45 minute nap. They were then retested. Those who took a nap, got a boost in their performance. [4]

    Another study showed that getting REM (deep) sleep can increase your memory and mental performance by 33% to 73%. Getting a deep sleep helps the brain consolidate memories through dreams and “associative processing”. However, the study also revealed that heart rate variability in deep sleep also contributed significantly to increased memory performance. [5]

    3. MIND Diet

    Healthy eating, particularly more dark colored fruit, vegetables and oily fish has been shown to improve memory and stave off cognitive decline.

    The MIND diet is proven to reduce the risk of dementia. It’s a mix of the popular Mediterranean diet and the low blood pressure DASH diet. [6]

    The study kept track of the diets of almost 1,000 older adults. They were followed for an average of 4½ years.

    The study concluded that “people whose diets were most strongly in line with the MIND diet had brains that functioned as if they were 7½ years younger than those whose diets least resembled this eating style.”

    The study also showed that people who followed the MIND diet in the study reduced their chance of getting Alzheimer’s disease in half.

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    So what does the MIND diet consist of? Lots of vegetables, leafy greens, nuts, berries, beans, fish, poultry, olive oil, whole grains and wine.

    4. Relax

    We all know that stress is bad for our health. It can raise our blood pressure, impact our immune system and interrupt our sleep. Stress also impairs our memory.

    When our body gets stressed, it releases cortisol into our blood stream, which can cause short and long term physical changes to the brain. While cortisol has sometimes been shown to cause increases in short term memory, it can actually decrease our long term recall memory.

    To help reduce the stress in your life, try relaxing with meditation, yoga or breathing exercises. Unplug–even for just a few hours. Stop checking your emails, social accounts and news. Release some endorphins with some exercise.

    Bottom line, the more anxious and stressed we are, the less clearly we think, the poorer our memory works.

    5. Continuous Learning

    The mind is like a muscle. The more you challenge it, the stronger it gets. The more you learn, the more you can learn.

    Research shows that learning can actually change the physical makeup of your brain. Not too long ago, we used to think that you were born with a fixed amount of brain cells, which declined with age. New research now shows that we can actually increase the number of brain cells we have throughout our life.

    Aside from staying physically active, learning new skills and studying can actually keep our brains healthier. Consider taking a continuing education class, studying a new language, learning a new instrument, playing new card games. [7]

    Studies show that the more complex the task, the more benefits for your mind. Simply showing up to class is not enough. You need to be actively engaged. Anything that forces you to focus and learn something new and get out of a rote routine will help you sharpen your mind and boost your memory.

    6. Stay Social

    The more deep and meaningful social connections you maintain, the more you protect your brain. Bottom line, the more friends you have, the more people you work with, the more you’re forced to use your brain.

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    Social isolation and loneliness are significant risks of dementia. Without interacting with others, our brains wilt. Isolation and loneliness lead to depression, physical and mental decline. [8]

    In a 2016 study published in Frontiers in Aging Neuroscience, seniors with a full social calendar did better on memory, reasoning, and processing speed tests. [9]

    What to do?

    Party! Seriously, get together with friends as often as possible. Have family dinners. Choose social activities or sports like tennis, golf, cards or go for walks with a friend. Bottom line have fun, build meaningful social relationships and stay connected. Not only will it make your mind sharper and your memory better, you’ll be happier, too!

    7. Wakeful Rest

    This one is getting harder and harder to do. In a world where we can’t sit on a bus, go up an elevator or go to the bathroom without our phones, doing absolutely nothing to distract our minds is becoming increasingly difficult.

    But, the results are in. Doing nothing is great for your memory. Quietly resting for 10 minutes, after you learn something will help you remember and help you create more detailed memories. [10]

    What we do minutes after we learn something new has a significant impact on how well we retain the new information. In another study, it didn’t matter what you did after you learned something new, as long as you weren’t distracted by outside factors. In other words, you could be thinking of your day, making a grocery list, or thinking of a story. In either case, wakeful rest for a period of 10 minutes helped the brain process and consolidate your memories so that you were better able to recall the information at a later date. [11]

    Conclusion

    You don’t have to spend a dime on cocktails and supplements promising a quick boost to your memory power. There is very little conclusive scientific evidence suggesting supplements will help improve the memories of healthy individuals–not for Ginkgo Biloba, Vitamin B, fish oils, Vitamin D, Folate or other supplements claiming they a secret formula.

    There are far cheaper and more effective ways to boost your memory: exercise, rest, eat well, learn, love, laugh and relax. Who wouldn’t want that prescription?

    More Resources About Boost Brain Power

    Featured photo credit: Unsplash via unsplash.com

    Reference

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