Avoiding Email Time Thieves – 2

Posted on February 11th, 2010, by Meggin McIntosh, Ph.D.

We’ve all done it – allowed ourselves to be distracted by email rather than getting busy with the task at hand. Email, while often productive and important, can steal time in the most creative ways. Try these techniques, and encourage your colleagues to do the same. (Note: This email can be used as the topic of an office meeting – list it on the agenda as “Time Saving/Office Productivity.”)

Set a limited number times each day to review email, and unless you are expecting a CRITICAL email, do not look in your inbox at other times (and turn off the sound chime).
Learn to use the “rules” that are available in your email program. If your boss sends you email, have it diverted to the “Employer” folder, and then look at this folder first when you begin processing your email.
Are there some people who should *not* be sending you emails? Divert their emails to your “Junk” folder. You might look at it someday . . . or you might not.
Do everything you can to avoid personal email at work. You know you’re not supposed to do it. You know that these emails sometimes go to the wrong people. You know this is bad.
Proofread your emails, spell check them, and email make sure you’re sending them to the right person. Untold chaos can result from sending an unclear email to the wrong person. (Even worse – sending a very clear email to the wrong person.)

The idea is to become aware of email stealing your time and energy.

Be sure to check out the 7 Sane & Sensible Email Practices package for additional tips and techniques to keep email chaos at bay.