You are at the airport, and you pull out your phone to check and see if anything important is in your email. You’re standing in a long-line at the Grocery store and you review your mail really quick. Sitting in a movie theatre before the show starts, you pull out your phone and you check again. You feel a buzz on your phone, and you’re at a traffic light so you quickly review that incoming message.
Which one of these sounds like you? If any one of them do, they all probably do …
Okay, we’ve identified the problem, now here are some ways to save time with your email. I guarantee it will save you time if you do them.
The first thing, and this is the most important, is that you must condition yourself to only look at email when you have time to answer it. We know that when we get an email, it will require some type of action item. It will at least require a response to the email. If you don’t have time to do that at least, then don’t read the mail until you do. If we condition ourselves to this it save us up to ½ the amount of email time.
Let’s say you are at that stoplight, and even if the response is a simple yes, you can not answer because you SHOULD NOT be texting and driving. When you get to your office later on, you open your mail when you do have time to review and respond. Guess what? You have to open each of those mails you opened already, read them again, and then respond to them. You are reading each mail 2x’s before you have time to respond. That alone can save you minutes of every day, or hours per week. Set a time each day to review and respond to your mail. Put it on you calendar if you have too, just make sure you give yourself time.
Turn Off the Fetching, or whatever yours is called.
Why? When you turn it off, you will not see this picture. You wont’ be compelled to open the inbox because you see that huge number. If you set this to manually receive the mail, you won’t be buzzed while you are sitting at a stoplight. Here is just one more incentive; you will save your battery life! Your email system won’t be constantly looking to retrieve mail for you.
These two tips alone can save you tons of time. Pull out your phone, manually get your mail when you have time to read and respond. This is a time saving tip, along with a tip to help you focus on what you need to be focusing on. I turned my sound notification off on my desktop years ago for this very reason. The constant PING drove me nuts, and I constantly stopped what I was doing, went to my email and looked to see what it was.
You will save time, be more productive, more focused, and less apt to pull your hair out by simply doing these two things!
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Pinnacle Sales, LLC is an executive coaching company that works with small to medium-sized businesses on implementing simple things like this. Having a work place that is productive, motivated and engaged, is what we aim to do! Contact Us! If you need help!