Ever felt that pit in your stomach when you see your email notifications stacking up? You’re not alone. For many, opening emails can be as daunting as facing a Monday morning meeting unprepared. We’ve all experienced that moment of dread, wondering what issues, requests, or surprises lie in wait. I know I’ve been there.
But here’s the truth: avoiding your inbox won’t make the anxiety disappear. It’s time to take charge and turn that inbox from a source of stress into a tool for success.
Rule #1: Spend Less Than 30 Minutes in Your Inbox
If you’re spending hours sifting through emails, you’re doing it wrong. Limit yourself to 30 minutes a day. Yes, you heard me right—30 minutes. This isn’t about being polite; it’s about survival.
Ruthlessly prioritize. Ask yourself, “Does this email really need my attention?” For example, if a team member can handle a client query, forward it and move on. Delegate when you can and liberate yourself from the chains of endless scrolling. Your time is precious, so treat it that way.
Rule #2: Always Address Your Recipients
This might seem like Email 101, but you’d be surprised how many people overlook it. Clear communication is non-negotiable. Specify who needs to respond and what they need to do.
For instance, instead of sending a vague, “Can someone handle this?” email, say, “John, please review and provide feedback by Thursday.” No one has time for guessing games. A little clarity can save a lot of back-and-forth. Remember, ambiguity is the enemy of efficiency.
Rule #3: Set Clear Deadlines
Without clear deadlines, you’re setting your team up for chaos. Be explicit.
For example, if you’re planning a product launch, don’t just say, “We need the marketing materials soon.” Instead, say, “Please submit the final drafts by EOD Monday.” This isn’t just about respecting others’ time—it’s about respecting your own. Foster a culture of clarity and watch your team’s efficiency soar.
Rule #4: Pick Up the Phone
When your email chain starts resembling a novel, it’s time to pick up the phone. Yes, phone calls still exist. They’re faster and more effective for resolving complex issues.
For example, if a project scope is unclear or a client is unhappy, a quick call can clarify the situation and prevent misunderstandings. Reserve email for documentation, not debates.. Your future self will thank you.
Rule #5: Celebrate and Correct Appropriately
Celebrate wins and address issues with care, even in email. When acknowledging achievements, like hitting a sales target, don’t just send a generic “Good job” email. Instead, write, “Congratulations to the team for exceeding our Q2 sales target! Special shoutout to Jane for securing the biggest deal!” This public recognition sets the bar for excellence and motivates the team.
On the flip side, if there’s a mistake that needs addressing, handle it discreetly. Rather than CC’ing the entire team, send a private email to the individual involved, discussing the issue and steps for improvement. Avoid public reprimands; they can damage morale and trust.
By following these rules, you’ll reclaim not just your time but also your peace of mind. Remember, managing your inbox isn’t just about staying on top of your emails—it’s about mastering the art of communication. And when you do that, you don’t just survive the digital age; you thrive in it. So, roll up your sleeves and get to work. Your future success depends on it.
If you’re ready to tackle your email and all the other factors that will allow you to focus on attaining maximum growth for your business, click here to order my new book Start the Work and see why “if your business isn’t growing, you’re not spending your time on the right things.”