Manage Your Email - Deepstash

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Managing Your Time as a Leader - The Systems Thinker

Manage Your Email

  • Focus on what's genuinely important in a day and do that, before checking your email.
  • Check the email in time blocks, like once every 3 to 4 hours.
  • Discard all impersonal unnecessary emails.
  • Briefly answer messages that require an instant response.
  • Use subject line protocols to speed up communication and for easy searching.
  • Keep only alive messages (hot email) in your inbox.
  • Allocate time daily or weekly to deal with complex replies.
  • Ask people to remove you from their distribution lists that are no longer appropriate.
  • Do not reply to or write an email when you are unsettled or upset.
  • Do not use e-mail for overtly sensitive communication.

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Fear is natural

Unrecognized or unacknowledged core fears are almost always a root cause of professional distress and unattained potential.

The fears are not necessarily bad. A willingness to take a h...

Most common fears
  • Fear of being wrong. People with this fear are extremely focused on rules, ethics, standards, and “right vs wrong.”
  • Fear of not being good enough. Those with this fear tend to be insecure, intensely focused on their image, and desperate to prove their worth. 
  • Fear of missing out. This drives leaders to constantly seek new opportunities and experiences and to pursue multiple interests at once.
  • Fear of being victimized or taken advantage of. Those suffering from this fear feel the need to win every battle and can be defensive and controlling.
Admit your fear

In the first phase, take a close look at your history. Examine the choices you've made and the reasons behind those choices.

For instance, not putting effort into pursuing your own interests but instead, activities in which you can excel could point to the fear of not being good enough.

The Action Hero

Give them a seemingly impossible list of tasks and they will have them done and dusted faster than a speeding bullet. But in their haste, they can miss things and prioritize...

The Diva

Very sociable and upbeat but with a tendency to procrastinate, they often boast about their nonexistent achievements giving the impression they are more productive than they really are.

Strategy: breaking tasks into tiny steps, scheduling their resolution and setting reminders works well. Email management according to urgency is also crucial considering how much time it usually consumes. 

The Workhorse

Thoughtful, cautious, methodical and quite independent in terms in carrying out tasks. They plan and prioritize well, but may be seen as overcautious, while others can be frustrated by their inertia. Their dedication to the job can also lead to an unwillingness to share the burden of work.

Strategy: Choose the most important things you need to focus on and those that only you can do, while delegating the rest according to staff skills.

Focus on value

The key to any productivity system is to focus on value, not effort.

Instead of focusing on completing as many tasks as possible from your to-do list, focus on the highest-impact ...

Do a mind sweep

This process walks through a list of prompts in different categories, looking for things you're trying to remember and commitments you've made and gets them out onto paper.

It will help you clear your thoughts and get the distractions out of your head.

Review the week to come

Take the time to review the coming week's schedule and organize it into large chunks of time, with tasks grouped by importance and urgency.

It will make it easier to manage your work.