Are productivity solutions making you less productive.

For the last 20 years, there has been a steady increases in asynchronous communication solutions. Email is still the most prolific with over 300 billion emails sent every day. Where each solution may offer something slightly different, they are generally building on top of what is already available, rather than replacing something else.

MS Teams (with 1.4 billion active users) is an example of a product which creates the added complication of offering an asynchronous and a synchronous tool in a single solution.

The cognitive load created by the monitoring of the plethora of communications channels is disrupting productivity. The cognitive residue from each interaction can remain for hours (or days) meaning we are not operating with full focus on our next task.

There is also a rising level of both read and response anxiety. Read anxiety is felt mostly both those who operate with an Inbox Zero approach to email management. In some cases, any sign of a build in the email badge number triggers a need to read the email and anxiety when the number starts to rise.

Response anxiety can be just as bad. This is often driven by a need to respond to specific stakeholders (clients, managers, even partners) so as to show that they are working hard or care about the correspondent.

There are a number of strategies available to help deal with some of the challenges created by email impacting productivity and mental wellbeing. There are some really effective tools and protocols established by organisations to assist their colleagues in this area but we are going to focus on some simple techniques to help on a personal level.

Set Clear Goals and Priorities: Before diving into your inbox, establish clear goals and priorities for the day. Identify the most important tasks that need your attention and allocate specific time slots for checking and responding to emails.

Limit Email Checking Frequency: Constantly checking your email throughout the day can be disruptive and counterproductive. Instead, schedule specific times to check your inbox, such as at the beginning and end of the day, or after completing a focused work session. This allows you to concentrate on important tasks without being constantly interrupted by incoming messages.

Use the Two-Minute Rule: When reviewing your emails, apply the two-minute rule: if a task can be completed in two minutes or less, do it immediately. This prevents small, quick tasks from piling up in your inbox and helps maintain productivity momentum.

Implement Email Filters and Labels: Take advantage of email filters and labels to automatically organize incoming messages. Set up filters based on sender, subject, or keywords to route emails to specific folders or categories. This helps streamline your inbox and ensures that important messages are prioritized.

Unsubscribe and Declutter: Over time, email subscriptions and promotional emails can clutter your inbox and distract you from important messages. Take the time to unsubscribe from unnecessary mailing lists and promotional emails that you no longer find valuable. You can also use tools like Unroll.me to quickly unsubscribe from multiple subscriptions at once.

Utilize Email Templates and Canned Responses: Save time on repetitive email tasks by creating templates or canned responses for common messages. Whether it’s responding to inquiries, scheduling meetings, or sending follow-up emails, having pre-written templates at your disposal can streamline your communication process and reduce typing time.

Delegate and Collaborate: If you receive emails that require input or action from others, consider delegating tasks or collaborating directly within the email thread. Utilize features like cc, bcc, and forwarding to involve relevant stakeholders and keep everyone informed.

Use Email Management Tools: Take advantage of email management tools and plugins to enhance your efficiency. Tools like Boomerang, SaneBox, and Inbox by Gmail offer features such as email scheduling, snooze options, and advanced filtering capabilities to help you stay organized and focused.

Establish Email Etiquette Guidelines: If you have enough influence in your organisation, or even in your subgroup you can foster a culture of effective email communication by establishing clear guidelines and expectations for email etiquette. Encourage concise, professional communication, and discourage unnecessary reply-all messages or long email threads.

Regularly Review and Clean Up: Set aside time on a regular basis to review and clean up your inbox. Archive or delete old messages, follow up on pending tasks, and ensure that your email folders remain well-organized. This proactive approach prevents inbox overload and maintains a clutter-free workspace.

Disconnect When Necessary: Finally, recognize the importance of disconnecting from your inbox when you need to focus on deep work or recharge. Consider implementing email-free periods during certain times of the day or week to minimize distractions and promote uninterrupted productivity.

By implementing these email management strategies, individuals can regain control over their inboxes, reduce stress, and improve overall productivity in both professional and personal contexts. It’s not about managing every email perfectly, but rather developing a system that works for you and supports your goals and priorities.

Once you have managed your email, those Teams messages may not feel quite the burden. But we will still address those another day.