How many emails do you get every day? The more important question is how many emails can you read, understand and potentially answer on a daily basis. Many people struggle with the sheer amount of messages they get on a daily basis. It is not your job to permanently read or answer emails. In terms of productivity excessive email is damaging because instead of encouraging a proactive work style it promotes a reactive work style. Email is a great tool but you should consider some tips to make sure you use it effectively.
- Check email only at certain times during the day (e.g. check it in the morning, after lunch and in the afternoon)
- Turn off all your email notifications so that you don't get pushed to see what message came in (do that also for your cell phones etc.)
- Before reading/answering your email put them in 4 folders. Focus on the Important ones and discard the Not Important / Not Urgent one
- Important / Urgent
- Important / Not Urgent
- Not Important / Urgent
- Not Important / Not Urgent
- Set a reasonable time limit for working on email. Focus on the Important ones! They have to be read, understood and answered on time. The time limit will help you to ensure that you don't waste time.
Don't be controlled by email but control the email instead.
