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Stop email from slowing you down

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emailConstantly checking email is a great way to stop productivity in its tracks. Susan Lasky, a productivity coach, recommends changing the way you manage your email to maximize your productivity.

•  Check your inbox on a schedule. Committing to checking your inbox just once an hour will give you longer periods to concentrate on other tasks. Tackling only one thing uses your time more efficiently.

•  Share the schedule. Set up auto reply to let people contacting you know when you plan to check your email again. Request they call you directly if there’s an emergency.

•  Silence notifications. Turn off notifications on your computer, smartphone and any other devices on your desk.

•  Declutter your inbox. Do this by unsubscribing from as many newsletters and alerts as possible.

•  Use filters. Every email system has a way to sort incoming messages according to keywords. You can create folders and set up filters to send certain incoming messages there instead of straight to your inbox.

•  Write with bullet points. Writing messages with bullet points instead of paragraphs will help you state key points as succinctly as possible. You won’t waste your time writing and your recipient won’t waste time reading.

•  Hold a conversation instead. When you need to explain something or deal with a delicate topic, you’re better off picking up the phone or walking over to your colleague’s cube.

— Adapted from “7 Email Tips that Will Boost Your Productivity,” Jacquelyn Smith, Business Insider.

{ 1 comment… read it below or add one }

Val October 3, 2014 at 12:32 pm

Checking email all day can be great time wasted. I agree with the steps. Some times email can get you off track or off task. For instance you maybe working on a report and see an email pop up. You will stop your momentum on the report to scan and probably reply to the email. This process stops you thoughts and now you’re less focused on the report.

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