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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 October 28, 2020

The Crucial Letter Your SMART Goal Is Missing

The Crucial Letter Your SMART Goal Is Missing

SMART goals are a simple, logical way to organize your goals as you set them throughout life. Not only does this technique help you identify reachable goals, but it helps break down goals into smaller and more manageable pieces.

However, there is one crucial element (or letter) that is missing from this acronym. This missing letter can potentially make it harder for you to reach your goal – no matter how well you have broken down your goal into different pieces and action steps. However, once you understand this missing piece, you’ll be able to use it to move forward with your goals.

What Are Smart Goals?

If you are not familiar with the SMART goal setting technique and what the acronym means, here is a brief rundown with a simple example:

  • S = Specific — Your goal has to be specific enough (“I want to lose 4 inches off my waist”).
  • M = Measurable — You can measure your waistline every week to keep track of your progress.
  • A = Achievable — Do you think that you can do this? Or are you going too far by getting rid of yet another 4 inches? Or should you expand the goal to 5 inches; is that within reach?
  • R = Realistic — Is your lifestyle stable enough that you can commit to this goal?  Are you mentally prepared to do this? Do you have the resources you need for this goal?
  • T = Time-framed — You could want to achieve this goal within a week or within six months, but it should have a specific time frame.

As you can see, when you break down your goals like this, they become much more manageable and concrete than just saying “I want to to be slimmer.”

All fine and well, except that there is a crucial letter missing in this package – another letter “A.”

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The Missing Letter

The other letter “A” stands for accountability, and this is a great way to make sure that your defined plan is actually executed and is not left just on the talking or planning level. Even if you have crafted a masterful plan by using the SMART goal technique, it becomes useless if you don’t actually execute it. To make sure you start the execution phase, you want to throw some accountability into the mix.

By having some external pressure on your back (in the form of accountability), you are more likely to take action on your goal steps than if you just keep the plan to yourself. Accountability is based on the fact that you want to stand behind your words and save face. When you announce your goal to the world, you realize that the world is now watching you, and you don’t want to let the world down.

Accountability is also about facing the expectations of others. If you announce a goal or a task in public, other people are expecting you will achieve the tasks and goals you have laid out for yourself.

Watch this video and find out how by having dependable accountability, you can reach your goal more efficiently:

Ways to Implement the Letter “A” in Your Goal

There are plenty of ways you can go about creating accountability. Choose which one will work to motivate you the most.

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1. Keep It to Yourself

I was a bit hesitant to include this, since in this scenario you are not telling others about your plans or tasks. However, for some people this might work since your conscience is your accountability partner in this situation. And you don’t want to let your conscience down.

2. Announce It to Other People

Your people could be your colleagues at work, your local golf club buddies, the subscribers and readers of your blog, or your Twitter followers. I would say that accountability is more effective when dealing with “offline people.” Being accountable face-to-face to someone is very effective.

I’m in no way underestimating the power of “online people” either. If you are trying to form solid relationships with others online, you want to keep your word – even if you don’t necessarily meet the people in the same sense as in the offline world.

3. Find an Accountability Partner

A more intimate way of being accountable is to find an accountability partner. This could be a friend or spouse, but it needs to be someone you feel comfortable reporting to. When this route is chosen, you might decide to call your partner on a frequent basis to tell them how well you are progressing on the goal.

4. Get on Stickk.com

If none of the above ways work for you, it’s time to put Stickk into play.

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Stickk.com is a website where you can announce your goal (“Commitment Contract”), and to make you even more committed to reaching that goal, there is money at stake. Money is not mandatory to get set up with Stickk, but knowing that you will lose a certain amount of money if you don’t reach your goal can give you an extra push to get stuff done.

5. Join Mastermind Groups

A mastermind group is a group of like-minded people gathering on a frequent basis (online or offline), trying to push each other closer to their goals. This type of accountability is very common in the business world. When you are in a mastermind group and you have set the objectives you want to achieve by the next meeting, you want to get stuff done and fulfill other’s expectations.

Mastermind groups are a great way to improve your productivity and reach your goals with the help of others.

6. Hire a Coach

If you really want to get personal attention for your goals, then hiring a personal coach may be the best way to stay accountable.

Not only are you accountable to your coach, but you also have to pay for his/her attention. This makes the coach option even more effective. You want to make sure you do everything you can to get the assignments done before the deadline you two have set. So, there is a money factor to keep you accountable as well. Since you want to quickly move forward, this option is a very effective for staying accountable with your SMART goals.

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The Bottom Line

Next time, set your goal using “SMARTA,” instead. Add that letter “A” to the SMART goal setting technique:

Specific, Measurable, Achievable, Realistic, Time-framed, Accountable.

The accountability factor of reaching your goals may be just the thing you need to make them a reality.

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Featured photo credit: Estée Janssens via unsplash.com

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