We seem to live in a world of 2 email camps:
- NEVER look at your email first thing in the morning
- ALWAYS look at your email first thing in the morning
The “NEVERS” believe that if you get caught up in email minutia you will not get your most important work.
The “ALWAYS” believe that if you don’t know what’s lurking and clear up the “must-dos” than you may miss something important.
I suspect that some of this has to do with the type of work you do and the kind of responsibilities you have. For those that work globally, email may in fact be your primary means of communication. For those of us in the service business we communicate with our clients via email and I personally, could NEVER not be an “ALWAYS.”
HOWEVER, it isn’t this cut and dry. It isn’t about ALWAYS or NEVER. Like everything, the answer lies in the grey zone. The question is: What systems can be put in place to ensure that email doesn’t take over your life? I’ve tried a lot of different things, and I’ve worked with my clients to try different things. As with ALL organizing, there is no such thing as one size fits all, and no one system ALWAYS works for the same person ALL the time. Different circumstances require different systems. Here are a few you may want to consider:
- Set the Timer: Commit one hour to email at the start of each day. After the hour, shut down your email until later. (Perhaps 30 minutes before lunch, 30 minutes after lunch and another chunk of time at the end of the day).
- 3 and Done: Review your emails deleting irrelevant emails as you read. Select the 3 most important emails to respond to and process them. Then turn off your email and go to work.
- Plan first – review 2nd: The very first thing you do when you get to your desk is review your priorities and select the 3 most important things you must accomplish that day. Perhaps processing your email is one of those 3 most important things. It may be strategically appropriate to spend an entire morning processing email.
- Plan your email around your calendar: If you take the train to work, train time can be great email processing time (hope you have a connection on your train), if you have a lot of phone calls with gaps in between those are great email processing time. Email doesn’t take ramp up time – project work does, fit email in the nooks and crannies.
- Organize by Priorities: Just like your work has critical tasks so does your email. By organizing them you will know what is most important. (http://www.ellenfaye.com/blog/2013/01/22/reducing-email-stress/#more-48).
- turn off the notifications that pops up telling you you have an email each and every second. No matter how un-ADD you are, this is bound to take you off task.
- Google has an amazing timer built into their web search bar. Type Timer 1 hour or Timer 30 minutes (or however much or little you want) and you’ll get a great notification pop up after that amount of time (try it now with a minute – you’ll love it).
Understand that you have way too much email and that if you try to make it black and white, you will NEVER get it right and ALWAYS feel stressed.