E-mail has become a necessary form of communication; yet for many, it has also become a burden. The relentless tide of messages has them overwhelmed and trapped in their inboxes all day. If you are a habitual e-mail checker, what you may not realize is that you are losing valuable time and focus needed for other projects. As a result, you are likely working longer hours just to keep up, which can drastically affect your work/life balance. So how do you stop living in your inbox and start living your life?

Step One
Start by disabling e-mail notifications (buzzes, beeps, and pings). Each time you stop to check e-mail it takes an average of 3-5 minutes to refocus on your original task. If you get 100 e-mails a day, this can add up to more than six hours of lost time. Do you really have that much time to waste? By shutting off the notifications, you’re reducing the likelihood of letting incoming e-mail messages distract you.

Step Two
Set aside blocks of time to process e-mail. It is more efficient to process batches of e-mails during designated times than to check e-mail every time it hits your inbox. Depending on your role, may need to process your e-mail once, twice, or several times a day. Try to not check your e-mail except during designated processing times. (Contact McGhee at info@mcgheepro.com to learn how to empty your inbox and move delegated or deferred e-mail requests into a holistic management system for getting organized and staying organized.)

Step Three
Set boundaries. Your decision to not live in your e-mail inbox can be very empowering, but it can also catch others by surprise. If your clients or colleagues have become accustomed to receiving answers from you quickly, you need to inform them of your new schedule once it is in place. We recommend that you also set a response time and put it in your e-mail signature line. For example, “E-Mail response within 24-hours.”

Step Four
Establish a protocol for urgent requests. People tell themselves that they cannot stop checking e-mail throughout the day because they ‘might’ get an urgent request. Waiting around for an urgent request is not a productive way to spend your day. Instead, try establishing a protocol for urgent requests using another means of communication that does not require constant checking, such as a cell phone. Put directions in your e-mail signature line. For example, “If you need immediate assistance, please call my assistant or try me on my cell phone.”

We hope this information has been useful. For more tips on establishing e-mail protocols and controlling your e-mail, contact McGhee at info@mchgeepro.com.

Monthly email tip series brought to you by McGhee Productivity Solutions.