The Zen Master's Guide to Email Productivity | Process Street | Checklist, Workflow and SOP Software
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think of every email you get as either something you need to take action on, track, or refer to later.
Every time you open a conversation, decide right away what to do with it. D...
There’s no “definitive” system. The best framework is the one that works for you. Ideally, it should model your work style, supporting the way you work. Bonus points if it’s low-maintenance, fast to set up, and adaptable as your work changes.
Some people like to use folders with specific actions (do, delegate, reply), while others prefer the deadline-driven approach (today, tomorrow, next week).
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... during the day can be an effective way to keep your inbox at manageable levels.
However, the constant interruption and distraction that comes from it can dramatically lower your productivity, and disrupt your ability to enter a state of flow when working on high value projects.
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E-mail is not a substitute for conversations.
Avoid asking open-ended questions and save yourself from the “boomerang effect” (that’s when you invite more email into your inbox than you intended, as a result of having sent out an email in the first place). Be concise in your message and specify the TL;DR and/or requested action upfront.
The blockage is not email itself, but where all these messages should ultimately go, which requires setting up the right downstream systems.
As you process each message, give yourself five (and only five) options: responding directly or sending the item into whatever system you’re using to manage one of these four buckets.
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Responding to emails as soon as you receive a notification gives others the impression that you’re at their beck and call. It also prevents you from reflecting on your own priorities for...
To avoid filling the email box of staff members, only CC the relevant parties. Ask your team to respond to you individually instead of using the reply-to-all button.
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It's a productivity system that teaches how to take a simple approach to improving your productivity, by encouraging you to focus on forming one productivity-boosting habit at a time.
To clear your mind and improve focus, get your ideas and to-dos out of your mind and onto a list.
Documenting to-dos in the moment lessens the likelihood that you'll forget to do something and gives you a master list of to-dos to reference when you're trying to decide where to direct your time.
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Even though email messaging has provided us with better communication, we have a hard time managing every message that enters our inbox.
Finding better ways to organize your inbox will benefi...
Trying to locate an email you want to respond to can be very time-consuming.
Mark the email you want to respond to later as "unread." It is easier to find between all your other messages.
Getting out of the habit of checking email frequently can be tough.
Check and respond to emails twice a day at a specific time. The rest of the day you can be dedicated to your work and not lose focus because of incoming messages.
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The email experiment works as follows:
According to a 2018 survey, the average creative professional spends 5.6 hours per day checking email.
Once you make up your mind to make the mail app less accessible, it is much easier to give up email. Leave the phone outside the bedroom to help build resilience to the email habit.
Most emails are of little value. We often remember the extraordinary, like the once-in-a-lifetime invitation, but not the ordinary - that possibly only three percent of emails are worth reading.
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Distraction at work has increased manifold. The reasons can be anything from shrinking office spaces, to open office culture that promotes 'visual noise' or even to push-notifications and instant m...
Most of our email is replied on the spot and has incomplete information, which leads to a lot of back and forth dialogue.
To minimize this, reply at a suitable time when you can provide sufficient details, clear action items, due date or deadline if any, and maybe an alternative.
We keep checking email, instant messages in our smartphones or office PC, and even social media, whenever we get the urge or any new notification.
Allotting specific times to check your phone's messages and email, like in a two to three-hour intervals, can boost your productivity by 40%.
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It's the practice of planning out every moment of your day in advance and dedicating specific time “blocks” for certain tasks and responsibilities.
When you fill your c...
By scheduling every minute of your day you not only guard against distraction but also multiply your focus.
Also, focusing on one task at a time can make you up to 80% more productive than splitting your attention across multiple tasks.
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