Let’s be honest. How many times do you read the same email message over and over again? Guess what? The information hasn’t changed. You’re just procrastinating.
I have a personal rule: I will only read each message once, then take the appropriate action. The goal is “Inbox: 0” every day. Now, honestly, I don’t do it every day.
I do it almost every day, and I always keep my emails under a hundred. But I have met people who have thousands of emails in their inbox—with hundreds, sometimes even more than a thousand, unread. This is not helpful. Not only is it potentially bad for your personal brand, it also makes email far more time-consuming than it needs to be.
The key is not to get bogged down, to keep moving, to deal with each email message once and only once. The way you do this is to start by asking, is this email actionable? Does somebody expect me to do something with this email, or is it asking me to do something?
If no, there are three possibilities;
If yes, there are three different possibilities.
These are taken from David Allen’s book, Getting Things Done. And this summary will help you deal specifically with your email.
TIP 1: HOW TO PROCESS NON-ACTIONABLE EMAIL
If the answer to the question ‘Is this email actionable?’ is NO, then you have three options.
Delete it. Yes, there really is a delete key when it comes to email. My own philosophy is if it’s really important, somebody else somewhere in the world has a copy.
Add it to you Someday/Maybe list. If I don’t want to lose the idea but there’s nothing to do with it just yet, I can drag it into Evernote or a saved folder and return to it another time.
File it. When in doubt, file. Why? Because you can always get back to it if need be, and it really doesn’t take up a lot of space. Here is what’s important: I use one and only one folder for my filing. It’s called “Processed Email.” The reason I do this is because it keeps me from getting distracted and wasting time. The moment I have to start answering questions like, “Where am I going to file this? This is about Project X from Client Y, so do I file it in Project X? Or do I file it under Client Y?What if it’s about two projects?Do I make a copy and put a copy in each folder?” It can become very complex very quickly. And that means time down the drain. Instead, I just put it all in one folder and let the software do the searching when I need to find that message. I can get back to almost any message in a matter of seconds. It takes less time than me having to remember what folder I filed it in. But what if the email is actionable?
TIP 2: HOW TO PROCESS ACTIONABLE EMAIL
Just do it. Here is where I use David Allen’s two-minute rule. If you can take care of the action in two minutes or less, why even take the time to put it in your task list? You run the risk of losing it, not getting back to it, or not being as responsive as you’d like to be. So just go ahead and do it.
Defer it. It may need to get done, but it doesn’t need to get done now. So go ahead and put it on your calendar, create a reminder, but defer the action until a later time. You can drag the email to Processed and set a reminder in a task manager like Basecamp. You can also drag the email into Evernote or Notes and add a reminder. Email apps like Dropbox’s Mailbox let you defer emails with a swipe or place it on a todo list. However you manage it, the thing is to get it out of your email inbox.
Delegate it. I am preaching to myself here, by the way. I’m kind of a control freak, and I have this unspoken assumption that nobody can do it as well as I can do it. But the simple truth is that we’re not always the best person to handle every task. You probably have other people on your team more competent than you at one task or another. They may be colleagues. They could be contractors.
Recommended Resource: Robyn Marcotte’s note: One of our favorite Podcasts is Michael Hyatt’s Lead to Win
Leaders have to make hard decisions, and the further you are in your leadership journey the more tough calls you have to make. As a leader, it’s important to know not only how to make tough calls, but when to make them.
All too often leaders push tough decisions down the road. Hard decisions get more complicated the longer they’re deferred, and delays can cause more damage than whatever fallout the leader was trying to avoid.
As a leader, you can learn to recognize when you are putting off making a decision because it seems unpleasant. Here are three of the most common excuses, and their consequences:
“I’m being considerate of others.” If leader is afraid of disappointing their team they might delay a tough decision. This only puts off the inevitable emotional fall-out, and gives team members less time to process their disappointment.
“I’m committed to quality and accuracy.” If a leader is uncomfortable with uncertainty they may delay action under the guise of gathering more data. This behavior sends the signal that “looking right” is more important than “doing right”.
“I want to be seen as fair.” Instead of recognizing high performers and coaching low performers, leaders may fall back on treating every member of their team in the exact same way. This type of behavior can undermine performance and ultimately cause friction down the line.
As a leader, how you make hard calls shapes the culture of your team, and the culture of your organization. These excuses teach team members that self-protection and self-interest are legitimate motivations for making difficult choices. Whatever temporary pain you might incur from making a tough call should pale in comparison to building a culture of thoughtful, positive decision-making.
If motivation were an exact science, leaders would have no problem keeping their teams motivated and moving forward. From experience we know that motivation is an art that requires a mindful approach. Especially when our goal is to motivate others to do something not because they were asked, but because they want to do it. Inspiring this kind of lasting motivation is an important skill for leaders to develop.
Here are three strategies for how you can motivate others in a way that lasts:
Model motivation. Make sure you are motivated, because that sets the tone for your team. If you’re lacking passion, eventually your team is going to lack passion. If you lack motivation, your team is going to lack motivation. The team follows the tone the leader sets.
Create a culture of appreciation. The single biggest reason a person leaves an organization is they don’t feel appreciated. If you want to motivate, appreciate. Appreciate more than you think you should, and then double the appreciation you show.
Address performance issues directly. One of the most demotivating things we can do is consistently accept unacceptable performance. Ignoring destructive behaviors means the whole team suffers.
As a leader, your role is to set up your team for success. You have the power to create a motivating atmosphere that keeps your team motivated through almost any challenge.
“Leadership is the art of getting someone else to do something you want done because he wants to do it.” – Dwight D. Eisenhower
Great leaders are communicators who deliberately refrain from using weak, indecisive words and phrases and instead use language that injects clarity, focus, and positive expectations into their conversations. Here are some powerless words and phrases to avoid that can hinder communication and set negative expectations:
“I’ll try…” Instead: be clear and firm. Candor and honesty will go farther to build trust with your customers and colleagues than “trying” ever will.
“I’ll have to…” This can imply that supporting your team is a burden. Instead: replace this negative line with the hospitable phrase “I’ll be glad to…”
“Basically…” This and other filler words take up space without adding value. Instead: Drop the filler entirely, and say what you intended to say.
“To be honest with you…” Saying this phrase can leave your team wondering “wait… you’re not honest the rest of the time?” Instead: Remove it, and simply say what you were planning to say.
“I should be able to…” This sounds like a weak commitment, and your team deserves better! Instead: tell them what you will do!
Your team takes cues from the words you use; consciously eliminating negative, powerless expressions and projecting a more positive, resourceful image will build your team’s confidence in you as a leader.
2018 is an open book of possibilities, and it’s time to start reading! Reading is known to be one of the primary habits of ultra-successful people, and can open up a world of new ideas and new possibilities.
Start off the New Year right by resolving to read! Here is a list of 28 business books to add to your tablet (or your night stand):
Outside Insight: Navigating a World Drowning in Data by Jørn Lyseggen
In today’s world of constant access and fast-paced lives, everyone struggles with finding the best way to manage their energy and time. Here are five secrets to maintain a healthy work/life balance, and get the most out of every day:
Identify what’s not working for you: Spend a week tracking how you spend your time, and then goals for how you want your time to be spent. Compare the two, and see what changes you can make!
Establish boundaries: Making changes means setting boundaries. If you want to spend more time on creative pursuits, then carve out time and space for creativity.
Set goals: Some boundaries take time to get in place. Be patient, and set long term goals that you work towards. It may be a while before your new morning ritual is in place, take steps each morning that bring you closer to success.
Get support: Everyone needs support to achieve their goals, especially goals that change how you manage your relationships and time. Support can come in the form of emotional, cognitive, political, or physical support. Individuals, groups, classes, and other resources can help you connect with the support you need.
Track your progress: Celebrate your successes, and recognize and learn from your mistakes. As you move towards a more balanced approach to productivity you will see the impact of your changes.
“You will never find time for anything. If you want time you must make it.”– Charles Buxton
Let’s be honest. How many times do you read the same email message over and over again? Guess what? The information hasn’t changed. You’re just procrastinating.
