I’ll start this post off with a (non) scientific fact:- We almost all dread the incessant stream of Emails coming through. 24 hours a day, non-stop.
I have always been a big fan of keeping on top of Emails. I use my Email inbox as my ‘to do’ list. If it is in my inbox, it needs dealing with in some way. As soon as it is dealt with, it gets filed away which means it is no longer something for me to worry about.
I was away from work recently for four working days (most of which were spent on an MBA residential school). I prepared my inbox as best I could by filing away anything not needed and had it down to about 85. This was a pretty good place to start from as I generally aim to keep my Email inbox at under 100.
I call this the ‘perennial pruning of my Email inbox’ and realise that this has become my new norm of working.
As the Emails kept coming while I was off, I was able to keep on top of them for the first day. By the second day I was losing control due to the volume of Emails coming in. By the third day I had given up trying to control them.
In case you are thinking there are other things I could try, let me run through just a few things I have tried:
- I have set up loads of rules to automatically file away the not-so-important Emails so that they don’t clog up my inbox;
- I have turned off my automatic Email notifications;
- I even try keeping my inbox closed at different points of the working day, in a vain attempt to be more productive;
- I only check Emails at certain points of the day.
So how come I still feel that Emails are ruling me, rather than the other way around?
I have come to realise that I have it all wrong. The process of keeping my Emails under 100 was completely beside the point. I need to tackle the source i.e. the senders of the Emails. (NB: After reviewing my inbox I realise that many of Emails were originally sent by me! Oh no!! I can hardly blame everyone else for this problem……)
So, starting from now I will be carefully considering each and every Email that I send. I will still send some Emails, but I want to make sure they have a clear purpose, that I am not asking for an unnecessary response and that I always consider whether a good old fashioned face-to-face (or telephone) conversation would work just as well.
Will I be more productive? Will I send less Emails? Will I receive less Emails? (so many questions…..)
Follow my posts for progress updates!!