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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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Last Updated on August 16, 2019

15 Smart Ways to Approach Interpersonal Relationships at Work

15 Smart Ways to Approach Interpersonal Relationships at Work

Once you have embarked on your professional life, whether it is after college or high school, you will be making a transition to the workplace. If possible, it is good to find an employer that is flexible. In other words, one that possesses a culture that is diverse and tailors to the needs of its employees as a bottom line.

But, even if you don’t land your dream job right away, there are many ways to improve your experiences within the workplace as you climb the career ladder.

In the subsequent sections will be looking over ways to engage your relationships at work, including 15 ways to effectively approach interpersonal relationships at the workplace.

1. Open Up Cautiously

Depending on if its a startup, a small business, enterprise or corporation it’s important to be aware of your surroundings.

Be mindful of how much you open up about yourself, specifically regarding your personal life. You do not want to give the wrong impression, so be careful how much or what details you divulge about being in a relationship or having children.

You have to reach a certain comfort level and rapport with the rest of the staff to be able to engage in transparent conversations. A good general guideline is to stick to small talk.

2. Observe Your Surroundings

There will be times when we are summoned to have a leadership role or to undertake a project to lead a team.

Try not to be too bold or overcompensate at every turn when there is a meeting or an interaction among other staff or employees. The last thing you want to do is to be the person who wants to monopolize every conversation and every interaction.

Be a passive observer at first, and more often than not, you will learn a lot by letting others talk a lot about themselves.

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3. Listen Actively

It may seem redundant, but it is essential to practice the art of really listening to the other person.

Developing interpersonal skills and connections with others at work comes down to listening. It is not just paraphrasing what your superiors or colleagues are trying to communicate; it is about understanding what is at the core and reading between the lines.

Phrases like “I can see what you are saying” or “I can acknowledge your insight” are just some examples. Learn to empathize and relate with people with whom you have a genuine connection.

4. Consolidate All Feedback

When you learn to listen to others and to allow them to finish their thoughts you are on your way to be being a great communicator.

One of the toughest tasks to accomplish is to include everyone’s voice. Don’t rely on shout-outs or trying to come up with the best answer. Including everyone’s voice is about listening to all suggestions and putting together an entire picture. When everyone feels part of the process there is great cohesion.

5. Never Make Sweeping Judgements

As person and a human being with compassion never make any assumptions about anyone.

Just because they have a certain skin color, clothes or physical features, never make stereotypical or generalizations about anyone.

6. Keep Emotions in Check

Work-related stress is something we all have to deal with at some point or another. Whether you work in the public or private sector you will encounter stressors or stressful co-workers. In this case, it is good to keep open the lines of communications.

Always ask to clarify how a person feels and where they are coming from. It is better to entertain these conversations before they make a person lash out or have a negative reaction. Ask to speak privately and get feedback. When you do this it really shows you care about what your role is and that you are a true professional.

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7. Give Help to Others

Having compassion and empathy for others is a noble attitude to practice.

Though, do be careful about how much you want to get involved with colleagues at the office; it could jeopardize the nature of your work relationship and the roles you both have.

It’s best to separate the personal from the professional and lend a hand by using your best judgement.

8. Broaden Your Horizons

Once you have worked in a company or an organization, things can get repetitive and dull. Sometimes we need to remember that we are human and need to fulfill certain responsibilities.

Often we want to try to change things by introducing our best abilities or perhaps our inventions, but we need to be realistic. Change does not happen overnight, rather it is a long process.

Step back and take a look at the big picture, and, put all your cards on the table to get perspective. Sometimes we approach situations in life from the wrong point-of-view.

9. Be Optimistic

This is probably one you have heard time and time again.

When we suggest to have a positive attitude it does not mean to fake it until you make it, nor to conceal your feelings. This is not the case in this situation. Overall, you want to try to be authentic in how you are feeling, because life will throw curve balls that are beyond our control.

10. Be Sensitive to Cultural Norms

Whenever you are around other people within a professional workspace, do not make assumptions in trying to figure people out in an instant.

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Some cultures discourage physical contact, while others may be inviting. Always be courteous, respectful and ask questions. It will not only make you more aware of others’ needs, but show that you are considerate of the differences.

You do not want to get off on the wrong foot by being too friendly or too touchy. Just observe how people respond to your approach and let them lead the way of what is a safe practice to meet and greet the first time around.

11. Show Professionalism

How you interact and carry yourself around others will be the difference between a job promotion or losing your job. No matter what, always respectful and professional towards others.

You will have an opportunities in life and at work, so showcase an outpouring of great and positive energy in the face of adversity.

12. Get Involved with Activities

When you are part of a company, there are often opportunities for organized activities outside of the office space.

Sometimes it is worth exploring uncharted terrain and to get to know people in a different environment. Plus, you will have an opportunity to be seeing in a different light.

Even though you are off the clock, keep your professional tenure and set boundaries. You want to be vulnerable, but not put yourself in a comprising position. Use your intuition and common sense to evaluate these situations.

13. Get to Know Your Company

With your smartphone or your laptop, you have at your fingertips a mine of information online. Just as you would do before a job interview, conduct ample research to get familiarized with what your company does and how its branding is perceived via the media or social networks.

Rather than just focusing on doing your job and fulfilling the duties, see what the business is up to. It is fundamental to really know what organization you belong to. Get educated on what other ventures they are involved with as well as the ones that you are directly in the know about.

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14. Learn to Problem Solve

Problem solving is going to be a skill you will acquire with experience and by making mistakes. Furthermore, not only will you make mistakes but you will likely also sometimes fail. This is okay and is part of the natural swing of things!

Learn to take responsibility for your actions and decisions. At the same time, do not blame others for coming up short. When you come forward with the truth and responsibility, your supervisors or superiors will take notice of your authenticity.

One of the greatest gifts in life is fail and once you experience you start to get a different perspective on how to move forward at the job.

15. Do Some Prospecting

If you have coding, computer, language or other beneficial skills, be sure to pitch these at the right time.

When you start out new at a company it is best not to show all your cards. It is like poker: don’t let others see if you believe you have the upper hand. Take time to get familiarized with your company and organization before promoting your outside skillset.

You will know when to put forward your amazing talents, so proceed with caution.

Conclusion

Learning to refine your interpersonal skills is a lifelong process. In time, you will also became more effective and skillful after accumulating work-related experiences.

Exert humility, understanding, compassion, and mindfulness and the rewards will come!

Featured photo credit: Brooke Cagle via unsplash.com

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