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6 Ways To Save Yourself From Drowning In E-mails

6 Ways To Save Yourself From Drowning In E-mails

It’s a new day. Without doubt this is going to be a positive and productive day. Then it hits you. You look at your phone and see the little flashing light. You have mail. And you know it’s going to be lots and lots and lots of mail. Suddenly your mood crashes and the brightness of the day seems irrelevant. Before you do anything, you are going to have to wade through your emails.

So how do you stop yourself from getting this sinking feeling every single day and how can you turn dealing with your email into a positive and productive experience?

When You Are Drowning In Email The First Thing To Do Is To Manage The Flow

There is no other way to deal with email, you are going to need a proper system in place to confront it.  A consistent, ruthlessly applied system. If you don’t have a system and stick to it then you are never going to successfully get on top of your email problem. Your system should have a simple goal. At the end of each day your inbox will be completely empty and everything essential has been dealt with. How you set up your email filtering system is entirely up to you, but let’s outline a generally successful structure for you right now.

Step one.

Create a folder. It can be called anything you want. In this folder you are going to store all the emails that need attention, but that do not need to be, or cannot be replied to, or dealt with, that day.

An alternative to creating a folder is to make use of colour highlighting options in your email system. However, it does not feel as satisfying to see lots of coloured emails as it feels to see your inbox with less emails in it.

Step two.

Create an archive folder. This is where you are going to move anything that you think will be useful to keep, but that does not require a reply.

Step three.

This is the filtering stage. Without stopping, go through your entire inbox. If you don’t need it, then delete it. Do this liberally. If you need to follow-up on it later, move it to the action folder. If it is useful but you don’t need to take any action, archive it.

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Step four.

Deal with your email. Now your inbox only contains things that need a response right now. Deal with these as quickly as possible, trying to spend less than one minute per email.

After taking these steps, all you will have left in your inbox are the emails that need to be dealt with before the end of the day. All you need to do then is to go back into your inbox halfway through the day, go through the process again and deal with those remaining emails before you stop for the day. Also you will need to go into your actions folder once per day and work through those emails as quickly as possible.

It’s certainly not a complex system. The important point here is to have a systematic approach to dealing with your emails that achieves two aims:

1. Deals with your entire inbox in one go, leaving you a clear view of exactly what needs to be done right now.

2. Gives you a positive feeling at the end of every single day by achieving an empty inbox.

Dealing with the emails that arrive in a ruthless, consistent fashion is great. But unless you slow the flow of email you will continue to feel like you are drowning. Just like the hideous torture of waterboarding, although you are never actually going to drown, the feeling that you might have can be emotionally detrimental.

So the next step is to take some simple actions that will stem the flow of email forever.

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1. Deal with subscriptions

Take the bold step of unsubscribing from every single mailing list you are currently on. Don’t stop and think that you may want to read something at some stage, just unsubscribe from the lot. I bet you won’t miss any of it.

And if you do, then simply create a separate webmail account and use that to subscribe to mailing lists. Then when you do get spare time you can go into that account and flick through it to your heart’s content.

By doing this, you will also avoid the temptation to get distracted by the latest great thing that someone is telling you!

2. Send shorter emails

You don’t want to appear rude, but you should deal with your emails in as few words as possible. So cut corners and get straight to the point. This will save you and the person reading time.

3. Send less emails

Do you really need to reply to this email? Take a look through all the replies you have sent in the past week. How many of those were actually just acknowledgement’s or confirmations? So don’t bother sending that sort of response again. In 90% of cases the person sending it doesn’t require or expect a response anyway.

4. Utilise your email footer

Most people don’t even bother to have anything at the bottom of their sent emails by default, other than perhaps a disclaimer policy.

First of all make sure you have a proper signature there. This will stop you from being one of those people who types something like “Regards, John” 50 times a week.

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Secondly, create an email policy and put it ther which leads me to the next point…

5. Have a proper email policy

By setting-up an email policy, you can guide people into sending you better emails, or not sending them at all. This policy should be a few lines and be aimed at reducing the number of emails you get.

For example, if you don’t deal with a certain aspect of your business, perhaps your personal assistant does, then it can be tedious to endlessly forward emails to them, or respond and do their job for them.

So initially put your email policy in the footer of your emails. Then set-up an autoresponder containing that policy. In the autoresponder state that if the email pertains to certain topics people should forward the email they have just sent onto the personal assistant. Say that due to the volume of emails you receive you cannot respond personally so if they need a response they need to take action and forward it. Then you can simply delete the emails as they come in.

6. Post a frequently asked questions page on your website

It should be obvious, if you are getting the same email questions time and time again. If you are, then it makes sense to take 20 minutes to create a webpage containing answers and then include that in the email policy you have placed in the footer and in the autoresponder.

You are going to profit wildly from stopping yourself from drowning in email by gaining the most precious commodity of all. If I gave you an extra hour every day you would be delighted. Think what you could do with an extra hour per day, seven hours each week. That is a lot of time to deal with things in your business that will make you money, rather than trying to stick your fingers in the dike to stop the email flood.

The way you filter your emails will be very personal to you. You could try starting with the system I have outlined here, and then adapt it depending on the volume and type of emails you receive. The key point is to commit yourself now to setting up a mental system to ruthlessly deal with your email at the start of every day.

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Once you have done this, you can decide how many times after that you want to go into your email account each day. I would suggest a second time only, just after lunch. Anything that arrives in the afternoon can be dealt with the next morning. There is no harm in scanning your inbox before you finish for the day just to make sure nothing crucial arrives late.

But as you may have already guessed, even more important than setting up a personal system is taking active steps now to stop future emails from arriving at all. A bit of time spent now removing emails from ever arriving and educating people on the type of emails you wish to receive, and telling them what to do in all the obvious cases, can transform your position and gain you valuable time each day.

There is no magic formula for dealing with email, but once you have a system and have set up your own gatekeeper, then giving yourself more time to make money can be a reality.

Or Perhaps There Is A Magic Formula….

One way you can cut out 90% of your email time is to hire a personal assistant (PA). These can be hired from outsourcing sites for a reasonable hourly rate. You can then train them by giving them access to your business email and then using a tool such as Skype to go through your email inbox every day for a week. After that, they can log into your email account every morning and only forward emails on to you that are absolutely vital for you to personally deal with.

So the only additional step you will need to take is to set up a different mailbox. If you receive personal emails, then it’s obviously advisable to steer them into your new email account rather than allowing your personal assistant to read them. Yes this will cost money, but a freelance personal assistant will potentially cost a fraction of the money you can make by freeing up several hours per day in some cases.

I thought I would throw this idea into the mix at the very end to give you food for thought. Dealing with your inbox does not have to be a job you personally do. As long as you are confident you are dealing with the emails you NEED to deal with, why do you have to go through them all by yourself?

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Published on March 25, 2019

How to Find New Growth Opportunities at Work

How to Find New Growth Opportunities at Work

Career advancement is an enticement that today’s companies use to lure job candidates. But to truly uncover growth opportunities within a company, it’s up to you to take the initiative to move up. You can’t rely on recruiter promises that your company will largely hire from within. Even assurances you heard from your direct supervisor during the interviewing process may not pan out.

But if you begin a job knowing that you’re ultimately responsible for getting yourself noticed, you will be starting one step ahead.

Accomplished entrepreneur and LinkedIn Co-Founder Reid Hoffman said,

“If you’re not moving forward, you’re moving backward.”

It’s important to recognize that taking charge of your own career advancement, and then mapping out the steps you need to succeed, is key to moving forward on your trajectory.

Make a Point of Positioning Yourself as a Rising Star

As an employee looking for growth opportunities within your current company, you have many avenues to position yourself as a rising star.

As an insider, you’re able to glean insights on company strategies and apply your expertise where it’s most needed. Scout out any skills gaps, then make a point to acquire and apply them. And, when you have creative ideas to offer, make it your mission to gain the ear of those in the organization who can put your ideas to the test.

Valiant shows of commitment and enterprise make managers perk up and take notice, keeping you ahead of both internal and external competitors.

Employ these other useful tips to let your rising star qualities shine:

1. Promote Your Successes to Your Higher-Ups

When your boss casually asks how you’re doing, use this valuable moment to position yourself as indispensable: “I’m floating on clouds because three clients have already commented on how well they like my redesign of the company website.”

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Tell your supervisors about any and all successes. Securing a new contract or signing a new customer should be a cause for celebration. Be sure to let your bosses know.

2. Cultivate Excellent Listening Skills

Listen well, and ask great questions. Realize that people love to talk about themselves.

But if you’re a superb listener, others will confide in you, and you’ll learn from what they share. You may even find out something valuable about your own prospects in the company.

If others view you as even-minded and thoughtful, they’ll respect your ideas and, in turn, listen to what you have to say.

3. Go to All Office Networking Events

Never skip the office Christmas party, your coworker’s retirement party, or any office birthday parties, wedding showers, or congratulatory parties for colleagues.

If others see you as a team player, it will help you rise in your company. These on-site parties will also help you mingle with co-workers whom you might not ordinarily have the chance to see. For special points, help organize one or two of these get-togethers.

Take the Extra Step to Show Your Value to the Company

Managers and HR staff know that it can be less risky – and a lot less costly — to promote from within. As internal staff, you likely have a good grasp of the authority structure and talent pool in the company, and know how to best navigate these networks in achieving both the company’s goals and your own.

The late Nobel-Prize winning economist, Gary Becker, coined the term “firm-specific,” which describes the unique skills required to excel in an individual organization. You, as a current employee, have likely tapped into these specific skills, while external hires may take a year or more to master their nuances.

Know that your experience within the company already provides value, then find ways to add even more value, using these tips:

4. Show Initiative

Commit yourself to whatever task you’re given, and make a point of going above and beyond.

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Position yourself so that you’re ready to take on any growth opportunities that present themselves. If you believe you have skills that have gone untapped, find a manager who will give you a chance to prove your worth.

Accept any stretch assignment that showcases your readiness for advancement. Stay late, and arrive early. Half of getting the best assignments is sticking around long enough to receive them.

5. Set Yourself Apart by Staying up on Everything There Is to Know About Your Company and Its Competitors

Subscribe to and read the online trade journals. Become an active member in your industry’s network of professionals. Go to industry conferences, and learn your competitors’ strategies.

Be the on-the-ground eyes and ears for your organization to stay on top of industry trends.

6. Go to Every Company Meeting Prepared and Ready to Learn

A lot of workers feel meetings are an utter waste of time. They’re not, though, because they provide face-time with higher-ups and those in a position to give you the growth opportunities you need.

Go with the intention of absorbing information and using it to your advantage — including the goals and work styles of your superiors. Respect the agenda, listen more than you speak, and never beleaguer a point.

Accelerate Your Career Growth Opportunities

A recent study found that the five predictors of employees with executive potential were: the right motivation, curiosity, insight, engagement, and determination. These qualities help you stand out, but it’s also important to establish a track record of success and to not appear to be over-reaching in your drive to move up in your company.

Try to see yourself from your boss’s position and evaluate your promote-ability.

Do you display a passion and commitment toward meeting the collective goals of the company? Do you have a motivating influence with team members and show insight and excellence in all your work?

These qualities will place you front and center when growth opportunities arise.

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Use these strategic tips to escalate your opportunities for growth:

7. Find a Mentor

With mentorship programs fast disappearing, this isn’t always easy. But you need to look for someone in the company who has been promoted several times and who also cares about your progress.

Maybe it’s the person who recommended you for the job. Or maybe it’s your direct supervisor. It could even be someone across the hall or in a completely different department.

Talk to her or him about growth opportunities within your company. Maybe she or he can recommend you for a promotion.

8. Map out Your Own Growth Opportunity Chart

After you’ve worked at the company for a few months, work out a realistic growth chart for your own development. This should be a reasonable, practical chart — not a pie-in-the-sky wish list of demands.

What’s reasonable? Do you think being promoted within two years is reasonable? What about raises? Try to inform your own growth chart with what you’ve heard about other workers’ raises and promotions.

Once you’ve rigorously charted a realistic path for your personal development within the company, try to talk to your mentor about it.

Keep refining your chart until it seems to work with your skills and proven talents. Then, arrange a time to discuss it with your boss.

You may want to time the discussion around the time of your performance review. Then your boss can weigh in with what he feels is reasonable, too.

9. Set Your Professional Bar High

Research shows that more than two-thirds of workers are just putting in their time. But through your active engagement in the organization and commitment to giving your best, you can provide the contrast against others giving lackluster performances.

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Cultivate the hard skills that keep you on the cutting edge of your profession, while also refining your soft skills. These are the attributes that make you better at embracing diverse perspectives, engendering trust, and harnessing the power of synergy.

Even if you have an unquestionably left-brain career — a financial analyst or biotechnical engineer, for example — you’re always better off when you can form kind, courteous, quality relationships with colleagues.

Let integrity be the cornerstone of all your interactions with clients and co-workers.

The Bottom Line

Growth opportunities are available for those willing to purposely and adeptly manage their own professional growth. As the old adage says,

“Half of life is showing up.”

The other half is sticking around so that when your boss is looking for someone to take on a more significant role, you are among the first who come to mind.

Remember, your career is your business!

More Resources About Ever-Growing

Featured photo credit: Zach Lucero via unsplash.com

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