Managing technology so that it can work for you - Part 2 – Conquering email interruptions
Balancing all modes of communication can be a full time job; in fact, it IS a full time job. With phones, pagers, cell phones, PDAs, computers, laptops, face to face meetings, videoconferencing, web conferencing -- who has time to work? Unfortunately (or fortunately for those of you who like closed doors and quiet spaces), we have to produce. And, we also have to be accountable for the stream of information that hits our desks.
Let me pose a few questions to start.
- Normally how often do you check your email?
- When a piece of email is highly anticipated, how often then?
- How about when you are between tasks, or are bored?
- How soon do you think email should be returned?
- How often does email affect your work schedule, or break your concentration?
How did your answers fare? Do you feel that you use email responsibly, and manage your time well at all times? If so, you might be able to stop reading now. For those of you who break your day down by the “Send/Receive” button, read on.
In my experience, a lot of time and effort goes into delivering strong policies on spam, virus filtering, properly archiving email, and possibly quality standards for sending and responding to email. How you manage your inbox is oftentimes too small for company-wide policies, and ubiquitous enough to escape most people’s “I need to get organized” filters. Day to day email checking can be productive, and hopefully I can help you see a way to improve. Here are two suggestions to get you started.
Use a filtering system you already have
Most people succeed at managing their desks. In bins, out bins, to dos. In those piles are things that can wait, items that have to be addressed today, and possibly lunch remnants from a busy morning. What is usually not there is the drive to handle every piece of paper as it hits your desk. How many items do you deal with right then and send back?
Say it with me – “But I wouldn’t get anything done if I responded to every piece of paper on my desk.” You’ve got it. Why should email be different? Take the same system you use on your desk and apply it to your inbox folder structure. If you have a system that works, make it pervasive.
Spend some time to think about what’s really important
At the beginning of your day, write down the most important items or people on your agenda. Respond to those emails quickly, and let the rest sit for a predetermined time. Grouping email this way lets you look hard wired to your keyboard for the important items, and gives you time to sit and concentrate every so many hours to respond to others.
Try to keep the number of important items to 5 or less. If you have more, either your day is really busy, or you have difficulty crossing off items. Ask someone else to help, or establish them the night before.
Inbox management can be as simple or as complicated as you make it. The important step is to add the word “management” to your inbox. Let me hear from you about other solutions. Email me at eric.benson@boomer.com if you have successfully conquered your inbox! I hope to share some successful strategies next month.