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Why Email isn’t Broken, We Just Need Something New

Why Email isn’t Broken, We Just Need Something New

There has been a big buzz on the web lately about the email system being broken. I think this is because people don’t use email for what it was intended–message transmission from one person to another. Today, many people also use emails for:

  • Personal to-do lists
  • Events management
  • Task management
  • File tracking
  • Marketing

I’m sure we could find dozens of other uses that people have for email, but the truth of the matter is that emails don’t provide an efficient solution to any of these points. Emails were intended to send messages. They do that extremely well. Have you ever lost an email? Have you ever had an email that has never arrived to its user? No. The only reason why you would have those issues is because you misspelled the email, forgot to CC it to the right people or it landed in the spam box. The system is amazingly reliable across all your devices and applications. You’ve been using it for YEARS–why change?

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So, what’s the problem?

144 billion emails were sent last year–per day. The problem, as mentioned above, is that people don’t use emails for just emails. The multiple uses of email have instead created situations such as employees spending 28% of their time on email instead of productive work. In addition to that, it’s usually a great source of distractions, with your aunt sending you pictures of her cat or a friend sending you a YouTube link to an epic fail video, or maybe you check it every fifteen minutes under the guise that it’s good etiquette to reply THAT promptly.

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    What can you do about it?

    Well you could:

    • Get more organized using labels and filters (but not many email providers give you that option–and mostly it’s the super-organized among us that actually take the time to do that).
    • Create different email addresses for different people, despite the fact that keeping up with them can get annoying (I know–I have more than a dozen email addresses).
    • Sign up on a bunch of different websites/services that promise to do what you normally use your email service for (Which one? And does it really change anything?).

    The core thing about email is that it’s still irreplaceable. 2.3 billion + people in the world have an email address. It’s well documented, creating it is extremely simple, and it’s free.  What else could you ask for?

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    The bottom line is that complexity causes stress, dissatisfaction and loss of productivity. But because email is so ingrained in our day-to-day existence we can’t imagine working without it. New collaboration tools have to make people feel like they can let go of traditional (yes–traditional!) Internet behavior and maximize the benefits of tools built for to-do lists, tasks, marketing, event managing and so on.

    Why use a spoon to dig a hole when you can use a shovel?

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    1 How To Break the Procrastination Cycle 2 Types of Procrastination (And How To Fix Procrastination And Start Doing) 3 5 Tips for Overcoming Procrastination and Feeling Overwhelmed 4 Why You Procrastinate: 7 Possible Reasons You Can’t Get Anything Done 5 Is Procrastination Bad? The Truth About Procrastination Revealed

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    Last Updated on March 31, 2020

    How To Break the Procrastination Cycle

    How To Break the Procrastination Cycle

    How often do you find yourself procrastinating? Do you wish you could procrastinate less? We all know how debilitating procrastination can make us feel, and it seems to be a challenge we all share. Procrastination is one of the biggest hindrances to moving forward and doing the things that we want to in life.

    There are many reasons why you might be procrastinating, and sometimes, it is really difficult to pinpoint why. You might be procrastinating because of something related to the past, present, or future (they are all intertwined), or it could be as simple as biological factors. Whatever the reason, most of us follow a cycle when we procrastinate, from the moment we decide to do something to actually getting it done, or in this case, not getting it done.

    The Vicious Procrastination Cycle

    For some reason, it helps to understand that we all go through the same thing, even though we often feel like the only person in the world who struggles with this. Do you resonate with the cycle below?

    1. Feeling Eager and Energized

    This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it!

    2. Apprehension Starts to Come Up

    The beginning stages of optimism are starting to fade. There is still time, but you haven’t done anything yet, and you start to feel uneasy. You realize that you actually have to do something to get it done, and that good intentions are not enough.

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    3. Still No Action

    More time has passed. You still haven’t taken any action and probably have a lot of excuses why. You start to panic a little and wish you had started sooner. Your panic starts to turn into frustration and perhaps even irritability.

    4. Flicker of Hope Left

    You can still make it; there is a little time left and you ponder how you are going to get it done. The rush you get from leaving your task until the last minute gives you a flicker of hope. There is still time; you can do this!

    5. Fading Quickly

    Your hope starts to quickly fade as you try desperately to understand why you just can’t do this. You may feel desperate and have thoughts like, “What is wrong with me?” and “Why do I ALWAYS do this?” You feel discouraged, or perhaps angry and resentful at yourself.

    6. Vow to Yourself

    Once the feeling of anger or disappointment disappears, you most likely swear to yourself that this will never happen again; that this was the last time and next time will be different.

    Does this sound like you? Is the next time different? I understand the devastating effect that procrastination has on many lives, and for some, it is a really serious problem. You also have, on the other hand, those who procrastinate but it doesn’t affect them in any way. You know whether it is affecting you or not and whether it undermines your results.

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    How to Break the Procrastination Cycle

    Unless you break the cycle, you will keep reinforcing it!

    To break the cycle, you need to change the sequence of events. Here is my suggestion on how you can effectively break the vicious cycle you are in!

    1. Feeling Eager and Energized

    This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it! The first stage is always the same.

    2. Plan

    Thinking alone will not help; you need to plan your actions. I always put my deadlines one or two days in advance because you know Murphy’s Law! Take into consideration everything that you need to do, how long it will take you, and what you will need to get it done, then plan the individual steps.

    3. Resistance

    Just because you planned doesn’t mean that this time is guaranteed to be different. You will most likely still feel the resistance so expect this. This stage is key to identifying why you are procrastinating, so when you feel the resistance, try to identify it immediately.

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    What is causing you to hesitate in this moment? What do you feel?  Write them down if it helps.

    4. Confront Those Feelings

    Once you have identified what could possibly be holding you back, for example, fear of failure, lack of motivation, etc. You need to work on lessening the resistance.

    Ask yourself, “What do I need to do to move forward? What would make it easier?” If you find that you fear something, overcoming that fear is not something that will happen overnight — keep this in mind.

    5. Put Results Before Comfort

    You need to keep moving forward and put results before comfort. Take action, even if it is only for 10 minutes. The key is to break the cycle and not reinforce it. You have more control that you think.

    6. Repeat

    Repeat steps 3-5 until you achieve what you first set out to do.

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    Final Thoughts

    Change doesn’t happen overnight, and if you have some deeper underlying reasons why you procrastinate, it may take longer to finally break the cycle.

    If procrastination is holding you back in life, it is better to deal with it now than to deal with the negative consequences later on. It is not a question of comfort anymore; it is a question of results. What is more important to you?

    Learn more about how to stop procrastinating here: What Is Procrastination and How to Stop It (The Complete Guide)

    Featured photo credit: Luke Chesser via unsplash.com

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