Tips and Tricks to Reduce Your Email Burden Including the Option of Last Resort (Episode 19)
Nov 2, 2023
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Learn helpful mindsets about emails, a five-step approach to managing emails, good habits to establish like replying in a timely manner and sending/responding less. Discover tips on setting up filters, smartphone vs desktop email checking, when to work on emails, and the option of 'email bankruptcy'.
Clear and concise email writing is essential to avoid back-and-forth communication and prioritize emails effectively.
Effective email management includes setting specific times to focus on emails, turning off notifications, and using alternative communication channels for efficiency and focus.
Deep dives
Managing Email Overload
The podcast episode discusses the challenges of managing a large volume of emails and provides strategies for effective email management. The hosts highlight the importance of clear and concise email writing to avoid back-and-forth communication. They suggest filtering and organizing emails using folders or color-coding to prioritize and quickly process them. Additionally, they recommend setting specific times to check and respond to emails to avoid constant distractions. Turning off email notifications and setting boundaries during vacations or designated focus time are also emphasized. The hosts advise using alternative communication channels like phone calls or chats for more efficient and focused conversations, and they recognize the value of documenting decisions in emails. Finally, they mention the concept of 'email bankruptcy,' in which one declares a fresh start and moves old emails into a separate folder to focus on the current inbox.
Writing Effective Emails
In this segment, the hosts highlight the importance of writing effective emails. They emphasize the need to be constructive and provide helpful information in emails rather than simply managing or deleting them without priority. The hosts discuss techniques such as giving clear options for quick decision-making and taking the time to craft well-written emails that convey messages clearly. They also touch on the significance of email etiquette and professionalism, cautioning against short, impolite emails and recommending thoughtful and respectful communication. The hosts suggest using emails for documentation purposes and summarizing important discussions in follow-up emails to avoid misunderstandings. They also encourage using alternative communication methods for more complex or time-sensitive matters.
Different Approaches for Desktop and Smartphone
In this part, the hosts discuss different approaches to managing emails on desktop and smartphone devices. They advise following a comprehensive five-step approach for desktop email management, including actions like immediate response, delegation, and deletion to keep the inbox organized and prevent email overload. They recommend limiting distractions by turning off email notifications and setting specific times to focus on emails. For smartphone use, the hosts suggest using it mainly for quick filtering and sorting emails, rather than writing long, poorly composed replies. They stress the importance of being fully present in meetings and avoiding multitasking, particularly checking emails on smartphones. The hosts also share tips on filtering and color-coding emails for better prioritization and differentiation from non-urgent messages.
