Are emails taking over your life?

Clients that I have coached have often cited being overwhelmed by emails as a cause of stress in the workplace. Sound familiar?

It is very hard to be productive and creative whilst reading emails that are often of no relevance to you. Now more than ever we are inundated with emails from friends, strangers, colleagues and they not only clog up your inbox, they also waste your valuable time as you sift through to find the emails that are actually relevant.

How often have you missed a vital email which actually contains much needed information? If so then my top 10 tips below will get you organised:

1. Respond to emails as you read them, that way you only read them once. If you require further information, call the person directly and get what you need.

2. Set aside 15-30 minutes a day to sift through your emails.

3. Be ruthless and delete emails that are not relevant.

4. Spend a little time organising your email facility, so you can swiftly put emails into different folders.

5. If you have colleagues that CC you on everything, when it is not necessary then kindly ask them not to.

6. If you have an alert facility on your computer, iphone or blackberry turn it off. Choose a time when is convenient for you to read your emails, rather then being sidetracked from what you are doing.

7. Resist the temptation to read or respond to emails when not at work unless absolutely necessary. You may think this is harmless, but it makes it more difficult to turn off from work and be in the present moment.

8. Think about spam in the same way as you do junk mail which you receive through the post. Most of us hardly notice this type of mail and just put it straight in the recycling bin.

9. Try to resist the temptation to read emails that contain jokes or are chain emails as they not only distract you from working productively, but also eat into your time often without you realising.

10. Think before you press send. If you have written an email in haste, put it in your draft section and re-read it later in the day before you send it.

“Dost thou love life? Then do not squander time, for that is the stuff life is made of.” -
Benjamin Franklin

No Time? How Much TV Do You Watch?

You may recall in the '7 Ways Consume Less, Create More' blog entry I discussed turning off the television to get your creativity flowing. We often don’t realize how television eats away at our time. For example let's do the maths:

• If you watch 4 hours of tv a night (say you watch tv between 6pm & 10pm, which arguably many households do)


• Therefore in a week that amounts to 28 hours


• Not including the weekends where many people watch more sports etc or in the cold winter months when we tend to stay inside & tune into the box more


• On average in a month that is 121 hours of tv


• Therefore in a year that amounts to 1,452 hours


• Which equates to a staggering 60 days


• In other words you spend two months of each year watching tv..

Sounds hard to believe, but if you check the figures they are correct. When I discussed this with my partner he found it hard to swallow as he is often attached to the remote control.. Now don't get me wrong there are certain programs that I thoroughly enjoy and I am not suggesting that you ditch the telly completely, but I am hoping that by reading this it makes you aware of what you could achieve if you watched tv less.

Personally I have many plans in the coming year, most importantly to give birth to a healthy baby a the end of October, to work more on my business and establish my writing & speaking career. With a busy toddler in tow it is often tempting when he has finally fallen asleep to retreat to the lounge and mindlessly watch tv for a couple of hours. However, I often find when I do that I end up irritated and actually have trouble sleeping, unless it is 'Secret Millionaire' of course which I think should be compulsory viewing for all aspiring millionaires. I try to limit the amount of tv that I watch and will only watch programs that I can learn from or that I thoroughly enjoy.

Seriously though, next time you hear yourself saying 'I would like to do that, but I don't have the time', think about unlocking some of that valuable time by limiting the amount of tv you watch. The least you can do is press the mute button whilst the adverts are on so you don't expose yourself to promotions for things that you don't actually need. Use the three minute advert breaks to ponder on the things you would do if you did have the time...

Break Down Your Job to Use Time More Effectively

Breaking down your job in Organisational Psychology is called Job Analysis which involves a trained psychologist describing the observable behaviour of your job, which determines essential duties, tasks and responsibilities. The analysis establishes job specific activities and helps create a precise job description. We have all experienced jobs and you may be in one now where the job description handed to you at the interview stage resembles very little to your actual day to day activities. Normally we end up doing far more than what was described.

In the absence of a trained psychologist observing you, it is a good idea to break down your own job into different components and look closely at the tasks and activities that you spend the most and the least of your time on. It can be quite an eye opener when you become aware of how much time you may spend surfing the net or on one activity that is actually not that important. We often avoid the tasks that are difficult or we like the least. We all do this and it is part of human nature, but just think how much happier you could be for the rest of the day if you get the boring or difficult stuff out of the way. Breaking down your job also provides a means of discovering areas that you may need further training or help on.

If you are not in paid in employment you can analyse how you spend your time at home. For me personally I will do lots of other tasks like updating my blog! writing, general tidying, even polishing before I will hang out the washing! The more honestly aware we become of how we spend our time we begin to use it more effectively.

There is a great little book called 'Eat That Frog' by the leadership guru Brian Tracy about how to limit procrastination, set priorities and get started straight away. He believes that by tackling the most unpleasant job (eating the frog!) first if frees us up for the rest of the day to be far more productive and complete jobs faster.

Go ahead and analysis your own job, you might surprise yourself with just how much you do! If it is far above your job description, it may also be advisable to discuss this with your HR department.