GlobalBX

In September 2006 (for reasons too long to explain here), I had no internet or email access for 26 days. We all know how much we rely on these for running our business (and our lives), but it’s not until it’s actually taken away from you for an extended period that you realize the full extent of your dependence.

Needless to say for the first 2 weeks I was feeling very pressured about my inability to respond to client enquiries, communicate with people and generally get things done.

But what I did discover very quickly was how much actual work I was getting done because I didn’t have the email or internet to distract me! In fact, by the time 3 weeks had passed, I was really enjoying my extra freedom – yes freedom.

This experience truly opened my eyes to my own inefficiencies. Once you get over the feeling of being out of control you realize that you are actually very much in control. In today’s world we’re led to believe that we always need to be accessible – to our clients, our suppliers, family and friends. Not so. By choosing to control how frequently we communicate, and at what time, we put ourselves in the driver’s seat.

So now that I am back on line, I’ve made some significant changes. I would highly recommend them to anyone, particularly if you are strapped for time.

Turn off automatic send/receive on your email program

I used to have Outlook set up so it would check for new emails every 10 minutes. Really, I was just asking to be distracted. To turn this off (in Outlook) click on Tools, Mail Set Up, Send/Receive. Then uncheck the box “schedule an automatic send/receive every x minutes”. Now you can decide when you want to read your emails.

Download emails no more than 3 times per day (2 is even better)

Now that you are in control, pick 2-3 times a day when you choose to hit the send/receive button and get all your emails delivered. Do this at the same time every day – make it a habit.

Schedule time to respond to emails, and only do it then

Our natural instinct when we get email is to reply immediately. That’s extremely inefficient if you are constantly getting emails throughout the day. Set aside 30-45 minutes per day to respond to your emails, and you’ll eliminate the problem of constant interruption. You can still send emails as you compose them, you just won’t be distracted by all the incoming mail.

Get better at managing junk email

Not having to read about Viagra, mortgages and surgical enhancement for 26 days was just brilliant. Since being back on line I’ve used Outlook to filter out even more of my junk email. Two rules are highly recommend.

1) create a rule putting all emails not addressed directly to you in a new folder called Junk Suspects.

2) put all emails not from someone in your address book into the Junk Suspects folder.

To set these up in Outlook Mail, select Tools, Rules and Alerts, New Rule. Then just use the suggested templates to create this and any other rule

Set expectations with your customers about response times

The most difficult mental hurdle to overcome is about not feeling responsive to requests that come in from clients and customers. If your customers are used to getting a reply within 1 hour, then you need to communicate your new standards, or make them very clear up front. Why not ‘induct’ new clients and suppliers to your process by telling them when they can expect a reply from you. For example, “I read emails at 9am and 4pm every day, and will respond to you within 24 hours”. This sets clear boundaries and removes the expectation of an immediate response.

Unsubscribe to everything that’s unnecessary

If you’re like me, you’ve signed up for all sorts of things over the years. It’s amazing what you choose to spend time reading when you only have 1 hour per day. I used to waste so much time just scanning things through that I thought might be interesting. No more! This takes up huge amounts of time, so only read what is really of value.

It may take you a week or so of feeling uncomfortable about these changes before you start to feel the benefits of more time. Stick with it. I’m totally converted.