What to do when your email problem feels...bigger

One of you replied to me last week, letting me know that my 25-minutes-at-a-time tip for conquering unanswered emails was helpful—but it didn’t quite get to the core of your problem. You wrote: “My struggle with emails is not that I need to answer them, but there’s something in them I need to do. Follow up on, read, watch. And that takes longer than the 25 minutes.”

Gaah, of course!

I’ve been there—in fact, I’m right there with you most every day I open my inbox—but it hadn’t occurred to me until your note that that was the worthwhile thing to look at, from a strategic coaching perspective.

What’s the best way to handle those emails that require some action on your part?

If you work in an organization with others, it might be that someone’s asked you to do something, and then get back to her on it—and you know you’ll need to set aside a good chunk of time to do the task, a chunk of time that doesn’t exist on your calendar at the moment.

If it’s your personal inbox, maybe you’ve received a newsletter that references a podcast that sounds interesting—one that you’d like to give a listen to, but can’t make the time for right now because it just isn’t your priority.

If you run your own business, perhaps it’s a colleague’s email that announces an interview she gave with some big-time blogger; of course you want to read it, you even want to leave a comment on the post to show your support, but today’s to-do list doesn’t include such an activity. (Come to think of it, tomorrow’s and the next day’s don’t either. You simply don’t have a to-do list for these types of activities, but that doesn’t mean they’re not important to you.)

So, then, it’s these types of emails that tend to sit around and clog up your inbox. What’s the handy rule or trick to apply to them?

I can’t give you a one-size-fits-all approach (if only I had one!), but I can give you two sensible options based on my own experience and my work with clients on this very subject:

1. Go non-linear. From Steve Chandler’s Time Warrior, one of my favorite personal development books of all time:

Non-linear time management is a commitment to action in the present moment. It's looking at a task and choosing NOW or not now. If it's not now, it's got to be NEVER, or placed in a time capsule that has a spot on the calendar and therefore is out of the mind. The mind must remain clear and empty of all future considerations. All fear comes from picturing the future. Putting things off increases that fear. Soon we are nothing but heavy minds weighing down on weary brains. Too much future will do that. Only a warrior's approach will solve this. A warrior takes his sword to the future. A warrior also takes his sword to all circumstances that don't allow him to fully focus.

Okay, what does this mean when it comes to our inboxes?

Well, for starters, I’d say it means you have to make decisions when you’re inside your inbox. Become a ruthless decision-maker.

Will you handle this email right now?

Yes? Perfect. Do it and be done with it.

No? That’s great, too. Click over to your calendar and create a spot on the calendar for dealing with it, specifically.

You might decide to carve out an hour every week wherein you tie up the loose ends of your inbox, all at once; perhaps instead of every week, it becomes a biweekly thing (because let’s be realistic here). A recurring event on your calendar that’s titled, “LOOSE ENDS,” and in the description for the event, you make a list of the email subject lines that you’ve flagged as needing your attention at this specific later date.

Regardless, the idea here is NOW or NOT NOW. It’s an empowered vertical move instead of a horizontal one that says you have to respond to things as they come up, no matter if they derail your greater priorities for your life.

2. Catch and release. Now, this is a decidedly less organized technique than Steve’s suggestion to go non-linear, but I know for a fact that it can work for the right people. If the idea of assigning a date to everything makes your skin crawl, 1. that sounds like resistance and would probably be very interesting, and I dare say fun, to explore in a coaching conversation together, but 2. I get it, and would recommend experimenting with the following:

Start to keep a sticky note list (I use Google Keep personally, but if you want to go analog with this one, knock yourself out) of the stuff you want to scope out and will scope out when you find yourself in-between projects, needing a break from whatever’s in front of you, or at a loss as to what you ought to be doing next with your time.

This approach works best for articles to read and podcasts to listen to; it absolutely doesn’t work for tasks that have someone else waiting on you.

To give you a specific example, I’ve got a Keep list that’s titled, Books to Check Out the Next Time I’m At the Library. I add to this list whenever I see mention of a book that interests me immediately, but that I’ve no time or bandwidth to research in the moment.

As for podcasts, if it’s something new that I know I want to listen to, at least give it a try, I’ll open up the Podcast app and subscribe right away, in the moment (so, this is a little bit of Steve’s approach blended in). This way, the next time I’m out in the garden or heading out for a walk and I open up the app, I’m greeted with a visual reminder that there’s something new I want to experience.

Another Keep list you might create? Resources to Explore Instead of Scrolling Instagram. On it might be that friend’s interview with the big-time blogger or an interesting-sounding article that someone mentioned in her newsletter, but that you couldn’t stop to read in its entirety at the time. Maybe these are things you’d like to give your time to instead of the mindless scrolling while your waiting for the dental hygienist to call you back.

And if they’re not? If you find that you’d rather just have a zone-out moment with Instagram? That’s okay. Simply recognize that the enthusiasm you have for some new resource might have a natural half-life. It might be a rabbit hole that, if you don’t or can’t allow yourself to go down in the moment, won’t ever be as compelling to you as your usual apps and decompression outlets. And that’s okay! It can come off your list!

So, there you have it. Those are my two big recommendations for those of us who find ourselves with a backlog of emails that aren’t being dealt with because of something bigger than procrastination.

If you find yourself with a ton of unanswered correspondence, I’d suggest first that you separate out what’s what: Which emails can you conquer using my 25-minute egg timer method and which have an embedded action or interest that needs to be handled before they can be filed? Deal with the quick-but-delayed responses first (25 minutes is nothing! And you’ll feel better by the end of it), then crack open your calendar and pull up your Google Keep, and get to assigning a home for everything.

Have a better method, or one that’s totally unexpected and wildly helpful? I’m all ears! Share it with us in the comments below, and let’s learn something from each other.

Three things that feel like productivity 'hacks'...but aren't

Taking action is rarely, if ever, a thing that can be hacked.

Save for 'to kill two birds with one stone'—which is really more of a statement about the fact that occasionally, we're lucky enough to have one action accomplish multiple objectives—our best and most reliable action-taking isn't particularly sexy or clever.

In fact, it's usually pretty banal.

It's a matter of doing the thing now as opposed to later (or never).

It's heroic only in the sense that choosing to do anything (e.g. bathing) is heroic.

Someone who takes action consistently is no more special than someone who struggles to take action consistently; the difference between them is that the action-taker isn't stopped by her feelings on the matter of the undone thing.

However, there are folks who buy into the belief that the action-taker knows something that the rest of humanity doesn't; these folks further complicate things by attempting to 'hack' productivity...only, they do so in some pretty self-defeating ways.

Here are the top three faulty 'shortcuts' that seem to show up regularly:

1. Multitasking

Successful multitasking isn't possible, so I beg you to please stop trying for it.

So many of us are absolutely convinced that we're the exception to the rule here. "But I'm actually really good at multitasking!" No, you're not. You believe you are, but what's actually happening here is, you're not giving anything your full presence.

While you might be doing multiple things at once, maybe even finishing them and checking them off your list, 1. it's obvious to anyone with whom you're interfacing that she doesn't have your complete attention, 2. you're very likely doing one or more of these things sloppily, in a way that would probably embarrass you if you were aware of it, and 3. your concept of time is getting more and more screwed by the minute.

Full presence is a time bender; you know this from your own life: how time seems to slow and actually, oddly, expands when you're all in (whereas when you scramble around and rush and give only half of yourself to a thing, the clock's hands seem to mock you by moving twice as fast).

Slow down to speed up.

2. Operating on a wide-open timeframe

Ever wondered why an easy-breezy thing like writing a three-line bio for an article takes all damn day?

Psst: It's because you gave it all damn day.

Tasks take as much time as you have available for them. I'm telling you, this is so much a thing that there's even a name for it: Parkinson's Law (anyone who's been with me from the beginning will remember my writing about it here and here).

When you swing to the opposite of multitasking by giving yourself unlimited time to accomplish something, you're actually slowing yourself down to the point of inefficiency. Even if it seems like a good idea not to schedule anything for the day you write your weekly blog post ("I think most clearly when I don't have any commitments on the calendar!"), unless you truly want to kill an entire afternoon on that one task, consider scheduling it for a decisive pocket of time.

In other words, tell the task how long you have for it—don't allow it to decide for you.

3. Forgoing your humanness

Skipping dinner, and, instead, wolfing down tortilla chips while editing client photos? Staying up into the wee hours after everyone in the house has gone to bed to reply to the eleventy-bajillion emails in your inbox? Not leaving the house for two or more days to create that email series for your new online offering?

Nuh uh, not good. ("But I only do it once a month, before deadlines! No big deal!") We've all been there—remember pulling all-nighters in high school or college?—so we all know this isn't a sustainable method for taking action consistently.

Sure, in the moment, this absolutely presents itself as The Remedy to The Not-Enough-Hours-in-the-Day Phenomenon. I'll give you that.

But—and this is a big 'but'—it feeds into an insidious belief system that's very dangerous to foster: that your basic human needs for adequate nutrition, sleep, and exercise are negotiable. (And once your requirements for living well become negotiable, you can pretty much kiss efficient action-taking goodbye.)

Draw a line in the sand and decide, once and for all, that your basic needs aren't called 'basic wants' for a reason. Honor your humanness instead of looking for loopholes and ways around it.

Are there any proposed 'hacks' or 'shortcuts' out there that trigger your goggles of skepticism?