Email Productivity Tips: The 5 Step Program!

In Merlin Mann's online post Five fast email productivity tips, Mann offers 5 quick tips that should get you back on track!

Tip #1: Shut Off Notifications

Let-go of:
- the need to know RIGHT NOW
- the need to answer RIGHT NOW
- the need of CONTROL (loss of manageability)
...leaving you constantly trying to catch-up!

Stop & Breathe:
If you don't do things RIGHT NOW... what "could" happen...?

Could there be a chance that someone else would resolve the situation?
Could there be a change that time will allow this issue to self-resolve?

Sometimes people have a tendency to "jump-the-gun" and shoot-off emails prior to taking the time to resolving issues themselves.

How can you concentrate for an extended period of time if you allow yourself to be interrupted? Be productive and allow yourself work periods.

Setup your email program to stop notifying you every time you receive a new email.

Easiest Way: Shut down your Email program and only open it up every 15 min., 30 min., 45 min...

Tip #2: Pick off Easy Ones

Looking at everything all-at-once may seem overwhelming.
Where do I start?
Which one need my attention now?

Pick off the easy ones...
This will benefit you by making your list smaller.

Answer the "little" things and getting them out of the way.
If it'll take you less than 2 minutes, complete the communication immediately.
Otherwise schedule "email filtering" times to deal or go-through these emails.

Tip #3: Write Less

Nowadays technology advances have allowed a multitude of variations for communication.

This means that NOT necessarily everything is a ONE-SIZE-FITS-ALL.
Big, long, strenuous emails have a tendency to be read last, or too late.

Keep messages brief and to the point.
Nothing is more frustrating than wading through an email message that is twice as long as necessary.
Concentrate on ONE subject per message whenever possible.

Be concise and to the point.

Tip #4: Cheat

Create yourself some "Email Templates".

If you catch yourself answering; asking; and/or formulating the same types of emails... then maybe you should save yourself a 'copy' as a draft and re-use it when needed.

Tip #5: Be Honest
Be honest without being rude.

Honestly, if you don't know why or have the answer to a question - Why have someone wait on you?
Let them know you... just don't know.

If they want you to find out - ask for specifics and timelines...
"I can get you the answer by the end of this week, unless you need it sooner?"

If your presence is requested somewhere and you just can't make it...
Don't try to split yourself in half!
If you are to be somewhere, be there 100%, otherwise don't bother.

Sometimes it's just best to say "No".
"Sorry I can't at the moment. I just don't have the time right now."