4 Tips for Basic E-mail Management

by ianmckenzie on January 27, 2012

Is your email killing your productivity? Then it’s time for some basic e-mail management. With a few simple steps, you can maintain control over your in-box:

  1. Use the software: Set up your e-mail client to manage as much of the incoming mail as possible. Create filters to route unnecessary messages past your in-box and into a folder. Make sure your spam settings and databases are active and up to date. The more you automate your e-mail, the less time you spend reading and deleting.
  2. Turn off your new mail notification: You don’t have to read every piece of e-mail the moment it arrives. Pop-ups, beeps and “you’ve got mail” notifications can be too distracting to ignore. Turn them off!
  3. Don’t read and respond to each incoming message: Dealing with each e-mail as it arrives can create constant interruption to your work-flow. Set aside time each day where you deal with your e-mail. Have a process —such as this one— for clearing your in-box.
  4. Manage e-mail during times of lower energy: Don’t deal with e-mail during your most creative or productive times of the day. Processing e-mail doesn’t require much energy. Don’t waste your creative periods on something as routine as e-mail.

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Keep it All in Balance

by ianmckenzie on January 27, 2012

A corporate executive on holiday in a small Greek seacoast village was strolling by the docks and drinking in the local colour. He complimented one fisherman on the quality of his catch.

“How long did it take you to get all those fish?” he wondered.

“Not very long,” answered the Greek. “An hour or two.”

“Then why didn’t you stay out longer to catch more?”

Shrugging, the Greek explained that his catch was sufficient to meet his needs and those of his family.

The executive asked, “But what do you do with the rest of your time?”

I sleep late, fish a little, play with my children, and take a nap with my wife. In the evening, I go to the village to see my friends, dance a little, play the bouzouki, and sing songs. I have a full life.”

The executive said, “I have an MBA from Harvard. I can help you. You should start by fishing longer every day. You’ll catch extra fish that you can sell. With the revenue, you can buy a bigger boat. With the extra money the larger boat will bring you, you can buy a second boat and a third one, and so on, until you have an entire fleet of trawlers. Instead of selling your fish to a middleman, you can then negotiate directly with the processing plants and maybe even open your own plant. You can ship fish to markets all around the world. In time, you can then move to New York City to direct your huge enterprise.”

“How long would that take?” asked the Greek.

“Twenty, perhaps twenty-five years,” replied the executive.

“And after that?”

“When your business gets really big, you can sell stock and make millions!” exclaimed the executive with zeal.

“Millions? Really? And after that?”

“After that you’ll be able to retire, live in a small village near the coast, sleep late, play with your grandchildren, catch a few fish, take a nap with your wife, and spend your evenings singing, dancing, and playing the bouzouki with your friends.”

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11 Golden Rules of Time Management

January 27, 2012

Understand the value of your time: We may all value our time differently, but we all have the same number of minutes in a day. Once they are lost, they are gone forever. Plan: You don’t plan failure, but you have to plan for success. Do tomorrow’s planning today: Don’t wait until you’re in the middle of the day [...]

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5 Tips for Handling Unwanted Workplace Visitors

January 26, 2012

You’ve got a full hour between meetings. Plenty of time to put the finishing touches on the month end staffing report. You pull up the spreadsheet, print off your boss’s e-mailed comments, dig out your notes from the last meeting and settle down to work. No sooner do you start to enter data, than Jane [...]

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How to Stop Wasting Time – External Factors

January 26, 2012

There are many behaviours and practices that get in the way of our productivity. These time-wasters fall into two types: internal, those things we generate and external, those things that come at us from outside. Both types can be controlled. There are four external factors that can waste our time: Unwanted Visitors – Controlling drop-in visitors who interrupt your workflow requires both tact and [...]

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How to Stop Wasting Time – Internal Factors

January 26, 2012

There are many behaviours and practices that get in the way of our productivity. These time-wasters fall into two types: internal, those things we generate and external, those things that come at us from outside. Both types can be controlled. There are four behaviours/practices leading to wasted time: Disorganization – How much stuff do you have sitting [...]

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Site to be restored

January 26, 2012

Somewhere in the past week, the code behind Ian’s Messy Desk picked up some malware. I have deleted the site of the server and uploaded a clean install of WordPress. Now comes the work of restoring my layout, configuration and posts. If you have visited the site over the past days, and had up-to-date security [...]

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5 Tips to Help Manage Increased Workloads

January 25, 2012

Lucille Ball said, “If you want something done, ask a busy person to do it.” One of the side benefits” to getting organized and developing skills to get things done, people begin to see you as a go-to to get even more accomplished. This extra work or activity can quickly take over your systems and threaten [...]

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