The number of emails that we get in relation to work is out of control. How can we manage this? The impossible task of staying focused and getting ahead on tasks is challenging when every 2–5 minutes there are new emails awaiting our attention. So, what’s the solution? Here is how I dealt with the problem and remained productive.
The first step is to understand your workload depending on the type of work you are expected to conduct. For some, emails are their work, and there’s not much you can do about it. For others, it is a way to get information and transmit information to get things done. The latter is the case for me.
It is very distracting to have notifications popping up all the time when trying to write an important memo, fill up an Excel sheet, work in a database, or create any type of report that needs to happen.
Photo by Yogendra Singh on Unsplash
What’s the solution? For me, it is a no-brainer. I close the email software on my work computer and set my work phone to ‘do not disturb’ — voila, simple, right? Of course, I can’t go the whole day without looking at my emails. I will get fired.
So, it comes down to being able to prioritize your workflow.
At 8 a.m., the first thing I do when I come to work is to check my emails and take care of urgent business right away. Then I close my emails and get to work on projects.
At 9 a.m., I check the last 24 hours to ensure nothing is burning, go talk with my team to ensure we are on track, and then go back to my office to process some paperwork, documents, etc.
At 9:30 a.m., it’s time to check my emails and address any upcoming situations.
At 10 a.m., I take a 10–15-minute break. Sometimes, I get social and talk with my team about non-work stuff; other times, I close the light, open my meditation application on my phone, and do a short session to relax. Once it is done, back to work without my email software open until lunchtime.
At 12 p.m., it’s time to eat, and if the weather is not too bad, a quick walk outside. Don’t underestimate the good breathing fresh air can do for your brain and productivity. I always come back early from my lunchtime; this allows me to check my emails without being disturbed. I don’t respond yet. The need to prioritize is important here.
At 1 p.m., I take care of the emails that demand less than 5 minutes of my attention.
From 1:30 p.m. to 2:30 p.m., I am normally in meetings. If it is virtual, I might keep my email open, multitask, and stay afloat. However, I will not respond.
At 2:30 p.m., break time, and I need COFFEE to keep going. Feel free to help me full my caffeine addiction, or not, it is all good — https://www.buymeacoffee.com/mikethesociologist
At 2:45 p.m., time to action time-consuming emails. It is the time when people are normally tired and less effective, the perfect time to bombard them with emails. Most people will reply the following day, giving you time and space to tackle other pressing issues.
At 3:30 p.m., time to close your email again. I hate going home and being stressed thinking about what I will need to action the next day. After all, it is a tomorrow problem. I finish up loose ends, and plan ahead for the following day.
At 4 p.m., I get out of there.
Some of you might think that I am crazy. Well, not exactly. Remember that when people need something from you, they will come to your office or call you if it’s urgent.
Sometimes I work at night and on weekends, but only if they call me, and only if it is necessary. I have learned, at the expense of my mental health, not to look at my work phone (emails) on the evening and weekend anymore.
For some, this might sound counterintuitive. However, since I started to apply this method, I have been more productive, I get more stuff done, and surprisingly, it does not bother my bosses because at the end of the day, I get the work done, and I am always a phone call away.
If your boss calls you and asks if you read their last emails, be honest. Say, ‘Sorry boss, I am working on x, y, z — can you give me a minute to bring myself up-to-speed?’ and offer to call them back in 5 minutes. You will be surprised how many people will wait on the phone and discuss the issue at hand.
Not only will you develop closer relationships with your peers, enabling you to get things done faster, but you will be in a better place to prioritize your workflow.
I have seen so many peers going into burnout because they never learned the process of prioritizing their work and became slaves to their emails, never getting anything done unless they stayed at work past 6 p.m.
Now let’s be real, I am able to do that every day? Hell no, there is always some emergency or situation that requires my immediate attention, and sometimes I have no choice but to use emails to take care of business. However, every day I aim to do what I said above. Most days, I am successful.
Give it a try, let me know in the comments below what you think. If you have a better way, don’t be shy, and I want to know.
Michael B.
Originally posted: https://medium.com/p/62201e64ba99