Do you use email effectively? Do so and you free up valuable minutes and hours for yourself.
The advantages and disadvantages of email are that it’s time ordered and all in one place, but it comes in randomly. It's best dealt with when you use a system.
Here's how to handle it...
Turn email notification off.This is the first step to take if you want to know how to use email well. Notification is rarely helpful. What happens when ‘you’ve got mail’? You interrupt yourself and check it. Turn it off, because you’ll…
Only check at set times. Allocate just two or three batches of time during the day. You may need a degree of flexibility with this, depending on the structure of your day. If you can’t check emails at, say 8.30, 12.30 and 4.30, check them between tasks instead. The principle is the same though: only check periodically. Do you currently check throughout the day? Don’t try to go straight down to 2 or 3 daily checks. Start with 6 to 8 designated checks and gradually reduce it.
This is how many people check their emails during a typical day:
(Red = time spent on emails)
This highlights the advantage of using set check times in the day:
The figures are arbitrary, but they make the point. Don't let email control you, make sure you control it.
Whether you manage multiple email accounts or just the one, try out these ideas and you'll free up more time for yourself.
There are hundred of specific tips and tricks about how to use email.Unless that’s your thing, leave those to the technology experts.
Instead, concentrate on applying simple, effective principles that help you use it as the great communication tool it was designed to be.