Emails: A productivity Death trap

First do what is important, then everything else. This could be a maxim for personal productivity. People who prioritise tasks and focus on those that yield the most results (which by definition, are important) are said to be productive. A question for you: Is responding to emails immediately an important task? According to a Mckinsey report, the average professional spends 28% of their work day reading and responding to emails. If you work 8 hours a day, that’s 2 hours dedicated to your inbox. Is that the best use of your time?

Email envelopes
There’s such a thing as too many emails
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Handling email based tasks

An email is a to-do list that someone writes on. In the modern workplace, you can’t escape emails. They have become such a huge productivity drain that people attend courses just to learn how to manage their inbox. When you receive an email, it often comes with a task attached to it. Working on an email task immediately is not always the best response. If you choose to prioritise tasks set for you by someone else, as opposed to tasks you have set for yourself, how will you ensure the important tasks get done. Depending on the nature of the email you receive, you have 3 options for dealing with the task that comes along with it:

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Let’s talk about emails (ii)

A tablet screen with email icons

Emails are making life difficult for many people. If you don’t have a system in place for managing your email inbox, you will soon find yourself responding to other people’s emergencies all the time instead of focusing on your important tasks. To prevent email taking over your life, here are a few principles:

Mornings are not for checking emails

You have no idea what you will find in your inbox. If you start your day, by checking email, you are likely to find the five minutes you had hoped to spend magically became one hour. It’s hard to resist the temptation to reply an email even though some part of us probably knows the reply can wait. If it’s an emergency, you will probably get a phone call instead of an email. Use your morning hours to work on tasks that require deep focus.

Email icons
Can’t know what’s inside until you open it

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Let’s talk about emails (i)

A tablet screen with email icons

In the early days of the internet, email was all the rave. Suddenly, you could send a long message to someone across the world and they would receive it in seconds. You didn’t have to post a letter that would take weeks to deliver. Eventually, email was replaced by Instant Messaging and social networks as the preferred means of instant communication. However, email continues to be used for official communication.

Email has become a productivity death trap for many. It’s easy for anyone to send you an email or copy you in one. Unfortunately, very few people get paid to read and process emails. Unless you are a personal assistant to an Executive or work in Customer-care, you probably don’t fall into this category.

A blue envelope
Are you waiting for this?

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