You know the scenario. You’re at the office at 8AM and what’s the first thing you do? Check email of course. It’s downhill from there. . . Before you realize, it’s 11AM and you haven’t made a dent in the day’s project list. So easy to get sucked in! The good news is that it’s just as easy to reign in your workday. Here are some simple and effective tips for organizing how to handle the tsunami of digital communications:
- Don’t start the day answering email. It’s the perfect distraction from crucial projects. Instead, spend your first hour tackling the day’s to-do list. Getting a jump on your primary tasks will help you feel better about finishing them and give you a quick sense of accomplishment.
- Schedule specific times to review incoming emails and stick to it (i.e. 3 times a day for an hour). Prioritize time-sensitive emails and avoid distraction with other non-important, non-urgent ones.
- Create an automated email reply giving your cell number for urgent requests and setting expectations for response. “Thank you for your email. If your need is urgent, please call me on my cell: XXX-XXX-XXX. Otherwise I will reply at my earliest opportunity.”
- Create a filter to file emails on which you are cc’d. They’ll never make it to your inbox.
- Opt for phone calls. This adds diversity and a more personal touch to communications.
- Take technology breaks. Have a backup at the office to help with urgent email while on vacation and reciprocate. Peers appreciate the ability to holiday knowing that you are expertly covering for them as well.
Avoiding the daily email time sink is certain to help you manage your day – creating more time and space for direct revenue producing activity.
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