Taming the Email Beast

“Email is familiar. It's comfortable. It's easy to use. But it might just be the biggest killer of time and productivity in the office today.” – Ryan Holmes, CEO of Hootsuite

If you're a leader in today's fast-paced world, you're no stranger to the relentless influx of emails. But don't fret, my fellow productivity hackers! We will explore five unconventional ways to manage your email effectively, complete with sage advice from respected business leaders.

1. Set some email ground rules

Serial entrepreneur and angel investor Lisa Song Sutton recommends setting email ground rules to improve productivity. She says, "I check my email twice a day – once in the morning and once in the afternoon – and I only respond to urgent or important messages.

Before you can conquer your inbox, you need to establish a few ground rules. Here are a few:

• Limit your email-checking to specific times during the day. Schedule these times and stick to them. This creates expectations for both you and your team.
• Establish an "urgent" communication protocol. Encourage your team to use alternative methods, like instant messaging or phone calls, for urgent matters.
• Implement an email strategy for your team. Train them on best practices, such as using clear subject lines, concise messages, response expectations, and proper email etiquette. 

By setting ground rules, you create an environment where you and your team can focus on what truly matters: getting good work done and accomplishing your goals.

My favourite author at the moment, Ryan Holiday says, "The only way to deal with email is to have a plan. To establish guidelines and then enforce them. To treat it with the same respect you would any other important task."

2. Prioritise your messages

“Either you run the day, or the day runs you.” – Jim Rohn.

Not all emails are created equal. To prevent your inbox from running your life, try this approach:

• Triage your inbox. Scan subject lines and senders, and quickly decide which emails require immediate attention, which can wait, and which can be deleted.
• Tackle important emails first. Focus on messages that align with your priorities and goals. Delegate, postpone, or delete the rest.
• Unsubscribe and/or block anything you don't want to see so you never have to see it again.
• Remember the 4 d's to email
  • Deal with it - if it takes less than a minute, just get it dealt with
  • Defer it - turn it into a task or put it in your calendar when you have time to get to it. This is usually good for emails that arrive with a project or major action required.
  • Delegate it - if the email is better to have been sent to someone else or is not yours to action, then delegate it to the right person.
  • Delete it - send that thing to the grave, and as just mentioned, unsubscribe if you don't want to hear from them again. 

Remember, your time is valuable. Be ruthless in prioritising your emails, so you can focus on what really matters.

3. Keep it short and sweet

“Clarity and brevity should be the key drivers of all email communications, especially in the business world.” – Julie Sweet, CEO of Accenture.

Long-winded emails waste everyone's time. Instead, adopt the less-is-more philosophy and embrace the power of brevity.

Richard Branson is a fan of this. He says, "If you want to write a good email, make it short and sweet. Don’t bombard people with unnecessary information, and get to the point quickly."

Tips:

• Get to the point. Save the pleasantries for in-person interactions, and focus on the key message. Use an emoji if you need to emphasise a tone.
• Use bullet points. They make your emails easier to read and understand.
• Limit your email to five sentences or fewer where possible. I certainly haven't mastered this, but I'm trying, as it forces me to be concise and ensures my message isn't lost in the volume of words.

Remember the words of Mark Twain: "I didn't have time to write a short letter, so I wrote a long one instead." Make the time to craft concise emails, and you'll save time for both you and your recipients.

4. Automate your email tasks

As Andrew Ng said, "AI is the new electricity." Embrace the power of automation and tech hacks to free up your time and energy for more important tasks.

Harness the power of automation to conquer your inbox. Here are four ways to do just that:

• Use filters and rules. Set up automated processes to categorise, label, or archive emails based on specific criteria, like sender, subject, or keywords.
• Leverage canned responses. Save time by creating templates for common email replies, and customise them as needed.
• Schedule emails. Draft emails when it's convenient for you, then schedule them to send later. This helps you manage your workload while still being responsive.
• Most good task management systems have email integrations that allow you to move the email to a task and then you can archive it.

Ramit Sethi is a big advocate of automating email tasks. He says, "Automate everything you can. Use filters, labels, and canned responses to quickly sort and respond to your email. This saves you time and energy, and helps you focus on the most important tasks."

5. Don’t Use It. Talk to People Instead

"The single biggest problem in communication is the illusion that it has taken place." – George Bernard Shaw

Sometimes, the best way to manage your email is to avoid it altogether. When appropriate, opt for face-to-face communication or a phone call. Here's why:

• Email can be impersonal. In-person interactions foster stronger relationships and trust.
• Misunderstandings are less likely. Tone and intent are often lost in written communication, leading to confusion or conflict.
• Verbal communication can be more efficient. A quick conversation can resolve issues faster than a lengthy email exchange. It helps you avoid playing email hot potato. 

As it relates to emails, Tim Ferris says, "Pick up the phone and talk to people. It’s amazing how much more productive and efficient you can be when you have a conversation instead of sending an email."

Again, Richard Branson, "Communication is the most important skill any leader can possess." So, the next time you're tempted to send an email, consider whether a conversation, or chat message would be more effective.

While email can be a valuable tool, it's crucial for leaders to manage it effectively. By setting ground rules, prioritising messages, keeping it brief, automating tasks, and choosing conversation over email when appropriate, you can conquer the email beast and boost your productivity.

Back to Mr Ferriss, "Being overwhelmed is often as unproductive as doing nothing, and is far more unpleasant."

Remember, your success as a leader isn't measured by the number of emails you send or receive. It's about the impact you make and the goals you achieve. So, go forth and conquer! Try implementing these strategies, and my hope is that you shift the balance of power. 

Your inbox is no match for you!

To your success,