Janice asks: Ack! Help! What do I do with all this email?

There’s only one thing I hate worse than mopping the floors …

…and that’s dealing with the endless emails that come into your inbox.

I’m not talking about the stupid once-in-a-lifetime-do-it-right-now-or-die kinds of emails, I’m talking about the legitimate things you need to deal with.  Things like requests from vendors, employees and contractors.  Or “what do you want for your birthday” emails from Mom.

If you know anyone that sends email (and I’m sure you do), you are dealing with this too.  So here are a couple of tips I’ve developed that can help you attack and process your email with ease.

Email attack strategy #1 – Turn off Send/Receive.

Let’s get real.  You don’t really need to check your email the second it comes in.  Not even a little bit.  Turn off your automatic send/receive and check your email manually several times a day.  Not only will you feel more in control, people will stop assuming that the second you receive an email you will respond.  You finally get a chance to breathe.

Email attack strategy #2 – Maintain multiple email addresses. 

Want to instantly clean up your inbox?  Get an email address just for specific areas of your life.  For example, I have an email just for newsletters, one for internal communications with my team (that nobody else knows), one for use with clients, and one for my friends and family.  It’s a total breeze to know which emails to look at first.

Email attack strategy #3 – Auto-sort into folders.

Now that you have all those extra email addresses, why have a big fat inbox when you can auto-sort them into folders.  This is an especially useful feature of Outlook (Entourage if you have a Mac).  Just set up a rule for incoming mail and it will automatically go into the appropriate folder.  Now newsletters won’t be mixed up with really important email.

Email attack strategy #4 -  Color code it. 

Some email programs have a color coding feature that makes email fun and easy to work with.  You can color code emails from a particular person, through a specific account or with specific words in them.

Email attack strategy #5 – Sort by name or subject before you look at it. 

This is probably the biggest distraction that people have with email.  You look at the first email, and it’s about subject #1.  You start to think about that subject and then go on to the next email.  It’s about subject #2.  And on and on until you have so many thoughts filling your head, you’re exhausted.   Sorting by the person’s name or subject before you process your email will keep you thinking about the person or subject until the entire set of messages is gone.  This one is a real brain saver!

Email attack strategy #6 – The Preview Procrastination.  

 What is the biggest enemy of email programs?  If you’re using Outlook, it’s called the “reading pane”.  Yep, it’s a “pain” alright.  It allows you to preview your email before you reply.  So for most, we scan the email, put together a reply in our head but never actually get around to doing the actual reply.   Then we carry all that “have to” information in our head and procrastinate about responding to email because we think we’re doing it twice!  Turn off preview and reading pane now.

Email attack strategy #7 – Reply, Schedule, File or Delete.

Now that the reading pane is off and your email is sorted, you’re ready to go.  Get the email in front of you, and either reply, schedule a task or appointment, file it or delete it.  NEVER move on and say “I’ll get back to this one.”  You won’t.   If you don’t know what to do with it, put it in an I Don’t Know folder but don’t leave it in your inbox.

Email attack strategy #8 -  Early or Late, but NEVER before bed.

Email before bed?  Uggghhh!  Don’t do it.  Enough said.

Email attack strategy #9 – Set a timer and get it done! 

If email procrastination is running your life, then set a timer before you start.  With your sorting done and process in hand, getting through the email in chunks is better than leaving it for later.   Later never comes.   Instead, set your timer for 30 minutes.  When the timer goes off, you’re done.  Do it again later in the day if you have to.  You’ll feel a certain sense of relief.

BEST – Email attack strategy #10 – Unsubscribe

Go on a MASSIVE unsubscribe binge.  Do it now.  You don’t need all that input anyway.

Technology is supposed to be your friend – not your enemy.  Don’t let it get you – let it work FOR you!

Stephanie Frank is the goto resource for successful, smart professionals who want a smooth running lifestyle business.  She is the Best Selling author of The Accidental Millionaire, a complete blueprint for self-employed professionals to go from a one person operation to million dollar mastery. To receive a complimentary digital copy of the book and a FREE clarity consultation to discover your next best steps to get to the next level so you can make more money, take more time off, and do more of what you love, visit: http://www.MyClarityConsult.com

Um, not so helpful.

With very little sleep and early morning meetings coming up, I got myself ready and guess what?!?  EVERY meeting I had went south, people were upset, random weird things kept happening and communication went haywire.  And I take full responsibility for what happened, because my own mind filters created the chaos (and stories in my head).

So why am I telling you this?  Simple.   The very thing that will cause you to make the money you want, have the peace and tranquility you seek, the productivity you need and the powerful relationships you desire has absolutely NOTHING to do with anything but your behavior.  And your behavior, lucky for you, is totally under your control.

It is your behavior that wastes time, energy and money. Period.

Sure you need tactical skills like how to manage your website, how to do Quickbooks and a myriad of other business skills.  Those are simple, really.  It’s the emotional you that wastes time – in procrastination, overwhelm, overload and frustration and worry.

I know you don’t always have a clear vision for your future.  And frankly, that’s okay.  It’s one of the things that causes you to waste time wondering “how” you’re going to do something when you don’t even know “what” that something is.  So here are five things you can consider to help you reclaim time:

1.  Set your targets first. Decide how much money you will make in a month and by when.  For example, if in 90 days you want to double your income, then start with your income on the 90 day mark and work backwards. What target do you need to hit in 60 days?  30 days?  2 weeks?  This Friday?   Then break it down even further to the tasks you have to do to hit those targets.  Not rocket science, but a hugely left out piece for most.

2.  Check in with your emotions. Your emotional body can wreak havoc on the best-laid plans, and stop you from reaching your goals in a timely (and stress free) fashion.  You do NOT have to live in overwhelm, frustration, fear, worry, about, greed, anger or a host of other negative emotions.   Here’s the thing:  YOU created the emotion by your thoughts.  Therefore, you can undo the emotion by alternative thoughts. For example, let’s say you’re worried about money and your thoughts are “I’m going to go broke”.  Yikes!  That’s not a great idea to plant in your subconscious mind, is it?  The brain will go to work and literally make it happen, as it will be tricked into thinking that’s what you really want.   Ask yourself, “do I really want to go broke?”  If the answer is no (and I assume it will be) then ask yourself to let go of that desire. You will feel a shift back to the now.

3.  Set aside focus time daily. Focus time (uninterrupted time) is imperative for your productivity.   Even if the fires are blazing all around you and there’s tons of “stuff to do”, a few minutes of focus time to achieve a task will create momentum in your brain and in your body, which will help you to be more confident and more focused.  Even if you set aside 30 minutes to clean up a pile of papers, the idea here is to actually accomplish something, so you can feel little bits of success.

4.  Be still. Quiet time is a fundamentally lacking element in most people’s lives.  We run from one thing to the next, gotta run, don’t have time in this crazy world.  Stop it. Right now. Seriously.  Your brain cannot do the work you have asked it to do if your conscious mind is in the way all  of the time. You cannot be creative, get new solutions to problems you are working to solve, or develop your intuition or gut instinct.

5.  Lose the To-Do list.   I have all my projects up on a big whiteboard in mindmap format. Everything I need to do for those projects are visible to me all the time.   Each day, I pick a few things and put them on my TODAY list. I get the things done I need to get done but fiercely protecting my focus time.  (Well, sometimes I make an appointment during focus time, but hey, we’re all human!)   Getting stuff done isn’t about the quantity – it’s about the quality. You need a today list that is no more than 6 items long. These are your promises to yourself of things you WILL get done.  And they don’t have to be big huge things together.  Today I changed the beneficiary on my life insurance.  Small thing but it was really nagging at me, causing me to waste time thinking about it.   So I did it and now I’ve reclaimed power in my mind.

Many gurus will tell you that reclaiming time is all about your calendar and your schedule and grouping tasks.  Sure, that’s part of it but it’s your internal behaviors that will make or break your commitment to time – and to your dreams.

More happiness!!!

It doesn’t have to be that way.

There ARE ways to get more done – with less stress, every day.  The question is, do you want to stay stuck where you are, or take the leap and bring more joy and triumph of accomplishment into your day?

Here are 10 simple things you can do today to breathe deeper, be more focused and more productive – with less stress!

1.  Visual Clarity 

 Is visual clutter causing your mind to be cluttered?  Stop shuffling papers around and start your day by taking 10 minutes to clear your desk.  Think of it as a personal gift to yourself and create space for you.  You will feel immediately refreshed and ready to get things done.

2.  Free Yourself from Procrastination

You’ve got your “to do” list for the day.  Take 2 minutes and prioritize the “have to” tasks you don’t like to do.  First determine what you can delegate to others and give them what they need to do it.  Next, knock your “have to’s” out first thing in the morning and before you can thin about procrastinating you’ll already be done!

3. Show Me the Money

Schedule one (1) uninterrupted hour every day to focus only on high payoff activities.  I said un-interrupted.  Turn off the phone.  Close the door.  Tell others you are not to be interrupted for the next 60 minutes – unless the tsunami is at your door or Oprah is on the phone. 

4. Take Control of Your Email – Part 1

Turn OFF the automatic send/receive on your email so YOU are in control.  Schedule time in your day to check and respond to email at specific times, instead of reacting every time one comes flying in your inbox.

If you absolutely cannot turn it off, eliminate the sound and visual notification for a distraction-free computer session. 

5. Take Control of Your Email – Part 2

Create an email account just for subscriptions to online newsletters.  If your email program supports it, automatically file incoming mail so you can keep your inbox full of more urgent items. 

6. Supercharge Your Environment for Focus

Some people work better with some kind of external stimulation.  If that’s you, turn on soft music or a soothing waterfall to stimulate your auditory system, light a scented candle to stimulate your olfactory system, and set a timer to create urgency.  Then get to work! 

7. Get It Done

Are you getting stuck in procrastination?  Maybe the project is too big.  If you have a list where the task is not immediately evident, it needs to be broken down.  Ask yourself “What is the exact next step I need to take to get this task done?”  Keep breaking it down until the answer is “Do it!” 

8. Spark Your Creativity

If you’re still having trouble getting something done, and you’ve broken the list down – it’s time for a change.  When you absolutely have to get something done and you’re just stuck, change your environment.  Go outside, get some fresh air, change rooms, turn on a fun song that makes you get up and dance.  The change of scenery creates a change of your state and is an instant creativity spark.  

9. Simplify Travel

Do you travel frequently?  Are you still going into your suitcase (even though you returned last week) to pull out your toothpaste and shampoo?  First, go unpack and put away your suitcase.  Next, buy two sets of toiletries and store one in your suitcase so you stop stealing form your medicine cabinet and you’re always ready to go!

10. Give Yourself Permission

Take at least one day a week and give yourself permission to do whatever you want, whenever you want for that day.  If the mere thought of giving yourself a day creates panic and overwhelm, start small, but take at least an hour.  that way, when you make the choice to get something done, it’s much easier )and often more fun) than being in the mental state of “have to” do.

Putting these simple systems into place means taking action, being consistent and being willing to do things differently.  If you implement these tips, you will fuel your productivity, have more fun in your business and put more money in your bank account.  Guaranteed.

Stephanie Frank works with people who want to improve performance and pump up their power to profit.  She is the author of the best-selling book, The Accidental Millionaire and founder of The Success IQ University, specializing in personal success, productivity and leadership education. For a FREE audio program “The 13 Vital Traits of Super Effective People, go here:  http://www.FreeSuccessTrainingAudio.com

There’s only one thing I hate worse than mopping the floors…

…and that’s dealing with the endless emails that come into my inbox.

I’m not talking about the stupid once-in-a-lifetime-do-it-right-now-or-die kinds of emails, I’m talking about the legitimate things you need to deal with. Things like requests from vendors, employees and contractors. Or “what do you want for your birthday” emails from Mom.

If you know anyone that sends email (and I’m sure you do), you are dealing with this too. So here are a couple of tips I’ve developed that can help you attack and process your email with ease.

Email attack strategy #1 – Turn off Send/Receive. Let’s get real. You don’t really need to check your email the second it comes in. Not even a little bit. Turn off your automatic send/receive and check your email manually several times a day. You will feel more in control, people will stop assuming that the second you receive an email you will respond and you finally get a chance to breathe.

Email attack strategy #2 – Maintain multiple email addresses. Want to instantly clean up your inbox? Get an email address just for specific areas of your life. For example, I have an email just for newsletters, one for internal communications with my team (that nobody else knows), one for use with clients, and one for my friends and family. It’s a total breeze to know which emails to look at first.

Email attack strategy #3 – Auto-sort into folders. Now that you have all those extra email addresses, why have a big fat inbox when you can auto-sort them into folders. This is an especially useful feature of Outlook (Entourage if you have a Mac). Just set up a rule for incoming mail and it will automatically go into the appropriate folder. Now newsletters won’t be mixed up with really important email.

Email attack strategy #4 – Color code it. Some email programs have a color coding feature that makes email fun and easy to work with. You can color code emails from a particular person, through a specific account or with specific words in them.

Email attack strategy #5 – Sort by name or subject before you look at it. This is probably the biggest distraction that people have with email. You look at the first email, and it’s about subject #1. You start to think about that subject and then go on to the next email. It’s about subject #2. And on and on until you have so many thoughts filling your head, you’re exhausted. Sorting by the person’s name or subject before you process your email will keep you thinking about the person or subject until the entire set of messages is gone. This one is a real brain saver!

Email attack strategy #6 – The Preview Procrastination. What is the biggest enemy of email programs? If you’re using Outlook, it’s called the “reading pane”. Yep, it’s a “pain” alright. It allows you to preview your email before you reply. Most of us scan the email, put together a reply in our head and never actually get around to doing the actual reply. Then we carry all that “have to” information in our head and procrastinate about responding to email because we think we’re doing it twice! Turn off preview and reading pane now.

Email attack strategy #7 – Reply, Schedule, File or Delete. Now that the reading pane is off and your email is sorted, you’re ready to go. Get the email in front of you, and do one of the following: reply, schedule a task or appointment, file it or delete it. NEVER move on and say “I’ll get back to this one.” You won’t. If you don’t know what to do with it, put it in an I Don’t Know folder but don’t leave it in your inbox.

Email attack strategy #8 – Early or Late, but NEVER before bed. Email before bed? Uggghhh! Don’t do it. Enough said.

Email attack strategy #9 – Set a timer and get it done! If email procrastination is running your life, set a timer before you start. With your sorting done and process in hand, getting through the email in chunks is better than leaving it for later. Later never comes. Instead, set your timer for 30 minutes. When the timer goes off, you’re done. Do it again later in the day if you have to. You’ll feel a certain sense of relief.

Technology is supposed to be your friend – not your enemy. Don’t let it get you – let it work FOR you!

Stephanie Frank works with people who want to improve performance and pump up their power to profit.  She is the author of the best-selling book, The Accidental Millionaire and founder of The Success IQ University, specializing in personal success, productivity and leadership education. For a FREE audio program “The 13 Vital Traits of Super Effective People, go here:  http://www.FreeSuccessTrainingAudio.com