In her groundbreaking book, Never Check Email First in the Morning, time management diva Julie Morgenstern states that email is "nothing but interruptions and uninvited distractions" and the "biggest time-suck of the modern work day." We all probably agree with that assessment at some point during our day...and yet, email is definitely a mode of communication that is here to stay.
Many clients complain that email creates a false sense of urgency by the sender. We assume that because our message can be sent instantaneously, it is received with the same response - surely people are awaiting our every message and request! In 7 Habits of Highly Effective People, Dr. Stephen Covey urges us to distinguish between important and urgent; he claims that a truly important task should never traded with an urgent one. By responding only to urgent requests, (think emails) we risk losing sight of what is important and create a cycle of unending urgency that can never be resolved.
And that's just email -- add IM, iPhone and Blackberry capabilities and you have an entire office reacting instead of planning purposefully for the future. What type of impact does that have on your office? Is your frustration increasing while less and less work gets done? Worse yet, are your team members burning out because they feel compelled to respond to these requests after hours or during personal time? Our desire to be available has created invasive expectations 24/7.
What is the sane solution? It may sound a bit insane at first...consider managing your email by scheduling specific times to "check in." Morgenstern has tremendous success with clients who allocate the first hour of the day dedicated to critical tasks instead of first checking email. Most time management experts concur: at the very least, determine 3-4 specific times of the day to check email inbox versus responding to messages as they arrive.
This sounds like career suicide to many of you. Let's explore the benefits of scheduling email for mid-morning instead of your initial task. First, it puts you in control of your both your schedule and interruptions by devoting specific time to concentrate on email tasks; second, it sets boundaries for false urgencies and emergencies - most people find an alternative method if they need you that quickly. And, it allows you to concentrate on critical tasks while your energy is fresh instead of depleting your focus with additional requests and duties.
Here are some quick ideas to regain control of your email inbox:
- Turn off email alarm
- Clarify what you need in subject line when sending an email
- Fully process/respond emails during your scheduled time
- Use bullet points in the body text for quick access
Finally...if your job depends on responding to emails first in the morning, then schedule an allotted amount of time to respond and then follow immediately with your "power hour" of critical tasks. Allow a full week to really reap the total benefits of managing your email - you may never go back to your inbox...
Contact Allison Blankenship through MVP Seminars for ideas on communicating under pressure and ramping up your team's personal effectiveness and productivity.
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