Studies clearly show that people who do not multi-task can focus for longer periods of time and feel also less stressed. But emails makes it difficult to NOT multi-task, particularly if you get notified each time an email comes in. This post shows you 4 things you need to can do to be more productive with emails without multi-tasking.
Turn OFF email Notifications
Be default Outlook displays a little notification in the bottom right hand corner of your screen every time an email comes in. It may also play a sound or show a little envelope icon in the taskbar.
Unless your work requires real-time notification of emails, we recommend that you turn off ALL email notifications.
Click File and then Options.
Click on the mail tab.
Scroll down to the Mail Arrival section and make sure that all the boxes are un-ticked as shown below.
Have Email Processing Scheduled in Your Calendar
Try and have a fixed time where you go through your Inbox and delete out stuff that doesn’t need to be there, respond to important emails etc.
This is your main email time during the day. Don’t worry… you will still get to see emails again later in the day.
Turn off Outlook when doing non-email related work
Many users turn to emails looking for a distraction when they are at a point in their work that is difficult or requires a decision. They turn to their Inbox hoping to find an excuse to avoid what they really need to work on.
You’re less likely to do this if your Outlook is closed… and even if you do, the time Outlook takes to start up will remind you to go back to your work.
Reward yourself by going to your Inbox when you finish a reasonable chunk of work… or when you finish a particular piece of work
Even if email is a distraction, a lot of real work gets done using it.
I go back to my Inbox roughly around once every one or two hours. This give me my email-fix as well as giving me the opportunity to respond to anything important that may have come up while I was doing other work.
Try these 4 quick tips today. They won’t solve all your email problems but they will put you more in control. You should find you’re getting more work done, feeling less stressed and still getting your emails answered.