How to Tweak Your Email Mojo and See Your Productivity Skyrocket

Uncategorized Dec 16, 2020

I had the best of intentions.  

I was going to get up, get moving, and get cracking on a big project that I was excited about.

And then it happened...

I followed my usual morning routine, which started with booting up my computer and checking email.

The rest was history.  

I didn't get to my big project until much later so I didn't get as much done on it as I wanted (maybe needed) to.  That led me to working longer than I intended.

Can you relate? I can't be the only one that has this lather, rinse, repeat love/hate relationship with email!

Email is essential for staying connected in today’s busy world, but it has a powerful influence on productivity.

How many times a day do you check your email and get lost among the messages?

Changing your email mojo will help you raise your productivity.

Here are some time-tested tips:

 1. Only read an email once. Scanning an email and deciding to return to it later is a common habit. However, reading an email once and responding to it right away can increase your productivity.

  •  The OHIO acronym is useful for inbox management. OHIO stands for Only Hold It Once.

2. Use automatic filtering and folder systems. Emails you receive on a consistent basis can be automatically filtered into their own folder. That way, you can control when you open and read them. This frees up more time to handle more important messages.

 3. Schedule specific times to handle email. Instead of checking email throughout the day, scheduling it at specific times enables you to get more done.

  • Checking email before work, after work, and during a specific hour at work will reduce wasted time. Also, setting aside a certain amount of time, like 20 minutes, to do this task will help you stay focused. Clearly I needed to set the time boundary on my morning routine!  Or just not check it FIRST thing...

 4. Keep email closed while working. Email is a frequent source of distractions, so keeping the tab closed is one way to increase productivity. 

  • Email providers use sounds, colors, bold font ,and other ways to notify you of new messages. All of these are distractions, so keeping email closed will help you stay on schedule and not waste time.
  • If, during the Work From Home time, you have to VPN into your system to check emails, this will reduce the burden on the VPN, making it work better for all those that don't read my blog!
  • Turning off email notifications on a phone is another way to stay focused on your work and (bonus) it can stop the smart watch notifications, too.

 5. Keep work and personal emails separate. Combining work with personal messages can create confusion. Separate emails and inboxes are essential for staying in control.

  •  Messages about client meetings shouldn’t be mixed up with emails about your child’s piano lessons. Sorting emails wastes time, so it’s easier to have them separated from the beginning.

 6. Write concise emails. Emails need to be concise and easy to read. This reduces follow-up questions, so your inbox stays smaller.

  •  Define, explain, and help in as few words as possible.

 7. Clean out the inbox regularly. Emails can accumulate quickly, so clean up is essential. Eliminating spam and older emails is the first step. 

  • Only keep the emails you need. This will cut down on the time you spend looking through the inbox. Productivity will increase because you aren’t sorting through older messages. 
  • Folders also require attention. Automatic filtering of emails can lead to a large group accumulating in each folder, so it’s important to check them frequently.

 8. Create standard responses. A standard response to an email reduces the time you spend writing and thinking about the message. Creating a group of general responses to common questions is an easy way to enhance time management.

 9. Watch videos and read articles at specific times. Emails that come with attachments like videos or articles require more attention. 

  • Unless they’re important, it’s better to watch videos and read articles at the end of the day. These tasks require more time and can be distractions. Focusing on answering actual messages during specific scheduled times is the key to staying productive.

 

Your email mojo (AKA habits) can be changed to boost productivity. The inbox is a powerful way to stay connected and focused on work if you manage it effectively.

Think of your inbox as a tool and not a tyrant and start using it that way: as a means to effectively and efficiently communicate.

I've created a free guide called Find Your Way to Inbox Bliss and you can grab it here!

Leaving you with this from the lighter side: There's an email going around offering processed pork, gelatin, and salt.  DO NOT OPEN IT - IT'S SPAM!

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