20 Days To A Better Business: Day 3 Don’t Check Email First Thing
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Each Monday we focus on one activity you can do today or over the next week to build yourself a better business. These short, actionable posts will show you what steps you need to take to take your business to the next level.
In case you’ve missed the previous posts, you can catch up here: 20 Days to Build A Better Business.
This is Day 3: Don’t Check Email First Thing
When you start work and power upon your computer, chances are that the first application you open or the first website you visit is your email.
What happens next can determine whether you have a productive day or a terrible day.
” My momma always said, Life was like a box of chocolates. You never know what you’re gonna get.”
Forrest Gump (1994)
Which is just as true for email as it is for life. When you open that email inbox, you never know what you’re going to get. Customer requests, complainst, employee holiday requests, supplier invoices, emails from friends…whatever.
Like most people you either scan the emails and open the most interesting looking or you attack them one at a time.
Before you know where you are you reacting to whatever event has popped into your email box and your original plans for the day have gone by the wayside, and you’re no longer being productive. More importantly, you’re no longer in control.
Sound familiar?
Don’t Check Email First Thing
Instead of checking email first thing focus on completing a task off your task list first. Not only will you have a sense of elation from having achieved something on your task list, it will also take you one step nearer to achieving your goals.
So, for the first hour of each day, resist the temptation to open your email and focus instead on one of the tasks on your task list. If you can manage to resist for longer than an hour, so much the better. If you can’t then at least an hour should be manageable for most people.
But if you struggle to fight the urge to stick to a time limit, then focus on the achievement of tasks, even if it’s just one task, complete the task then let yourself loose on the email.
Before you know it, gone will be the days when you end the day saying I don’t know what I’ve done all day. You can point to at least one thing, safe in the knowledge that the one thing is taking you towards your goals and taking your business to the next level.
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Checking my emails straight up is something that I always do. I love the idea of crossing something off my ‘to do’ list before looking at my emails – but time will tell if I actually make it happen.
But you are right, looking at your emails before getting into your work can definitely turn a productive day into one that slipped away without getting anything you had planned, done.
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Matthew Needham Reply:
January 31st, 2011 at 1:31 pm
I understand that it’s good to feel like you’ve crossed something off your list. But, often times the emails don’t take you nearer your goals, but turn your day in chaos!
This is a really great hint. Email can really be so distracted. Even worse if it is negative, and you read it first thing it really can color you whole day in a negative light. Much better to get a little productivity rolling and check it in the mid-day. That give ample time to respond, take care of what needs to be done and wrap up well before the days done.
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Matthew Needham Reply:
February 2nd, 2011 at 1:22 am
Hi Steve, glad you’ve found it useful. You raise a really good point. One of my clients told me the other day that someone who’d bought one of her products fedback that it was really nice but thought it was very expenive. Despite the fact that every other reivew my client had were 5 star reviews, the only one she focussed on was that one. Oh and guess what, that was the first email she openeed when she powereed up her computer – so she was in a great mood for the rest of the day…
Matthew, this is exactly dead on man.
I hate hate haaaate having to check my email in the morning. My boss tells me all the time about how it just puts you in a bad mood (if you get a nasty email) and it’s better to just jump right in.
At the same time though, I HAVE to check it because everyone just overloads stuff at me for the day – then, if I don’t check it – I get bitched at – irony.
When I’m working on my own projects though, I save email until after I’ve got with every major item on my list (which generally pushes it back until 1 or 2am). Cutting it out has helped me tremendously with staying productive because I’m not checking it every 5 minutes.
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Matthew Needham Reply:
February 2nd, 2011 at 1:19 am
Thanks for sharing Murray. Bosses eh!?! It’s difficult I know, but even clearing a small task will maake you feel so much more accomplished.
At least you’re managing to try these ideas in your business!
I’m guilty of checking email first thing… However, this morning I started in on tasks because I knew I had a very busy day ahead with lots of scheduled activities to meet and I skipped the email.
And… I actually did feel more accomplished!
y
Matthew Needham Reply:
February 2nd, 2011 at 1:17 am
Hi Yolanda, thanks for sharing this, I’m glad you’ve felt more succesful today. I hope you keep this up. Matthew
HI Matthew,
I must admit I’ve never tried this and am guilty of checking emails 1st thing. However, always willing to give other things a go.
Thanks for that. New ideas about new ways of doing old things
Adrian
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Matthew Needham Reply:
February 2nd, 2011 at 1:16 am
Hi Adrian, yes give it a go and let us know how you get on!
At my previous job, I used to scan through my inbox, check off any spam to get rid of it, and then left my desk to check in with the staff (I worked in a hotel). I never read anything, though. It gave me a sense if there was anything urgent to handle during the day and I could readjust accordingly. Taking that break from the desk allowed me to strategize for the rest of the day. Like Murray, email was something I could not avoid because there were always time-sensitive requests (like new reservations or cancellations).
With my next job, I will try to delay checking email for as long as I possibly can so I could be productive during those first few moments.
Matthew Needham Reply:
February 2nd, 2011 at 8:47 am
HI James, I think anything you can do to give yourself an advantage has got to be worth trying. Sometimes we do things ourselves which could just as easily be done by others. In the case that you outlined, you refered to your team. Could they have not handled the reservations or cancellations or other urgent tasks? Effective business people need to recognise the difference between urgent and important which will allow them to truly focus on what matters.
It sounds as if with your new job, you’re starting with a focus which should stand you in good stead to be more productive. Congratulations on your new job and thanks so much for taking the time to comment, Matthew.
James M Reply:
February 2nd, 2011 at 9:22 am
Actually, I’m still unemployed, but am exploring my options in starting up a small company. I’ve also been doing a lot of reading and thinking about to structure things, work flow, etc.
I should have been more specific with the task emails I was handling. They were for larger groups (conventions, tours, sports teams) and a lot of people aren’t satisfied with receiving responses from a lowly front desk agent. Another problem was quality control (staffing was an issue across the city, regardless of the company).
But you are right about distinguishing between urgent and important. Something to keep in mind as I work towards my position.
Matthew Needham Reply:
February 4th, 2011 at 12:50 am
I’m sorry you’re unemployed James, but it sounds like you have a plan. If I can help in anyway, please do let me know. I can’t remember who said it but I heard a great quote on the subject of books which goes along the lines of books are exceptional value for money, for a few $ (or £’s) you can get a great peice of advice which could transform your business. I’m going to put a list together of the top 100 books that I think are invaluable to people growing their businesses. (Obviously you don’t need to read them all at once!)
James M Reply:
February 4th, 2011 at 8:04 pm
Thanks for the offer, Matthew, and I may indeed take you up on it. The southern Okanagan Valley (BC, Canada) is especially brutal in finding work. Between companies advertising jobs but not hiring anyone unless they find that superstar to wages being out of line with the cost of living (ie hourly wages around $9 while two bedroom apartments are $1100+).
I’m only in the early planning stages of a few business ideas. Still doing the research for whether there is a need within the market and investigating what funds are available for entrepreneurs within the region. Once I settle on an idea, I may ask for some assistance in developing a plan on how to go from idea to reality.
Matthew Needham Reply:
February 8th, 2011 at 8:23 am
You’re welcome James. Despite what the papers and politicians say, it’s tough out there. I heard someone saying that you would improve your chances of getting a job by spending a day on your application rather than sending 50 applications. I’m not sure that I agree with this advice. Whilst you need to get noticed and have a great CV and application, I don’t think you can afford to submit only one application a day. Ultimately it’s a numbers game, the more applications you make, the more your chances increase of getting a job.
Here’s a business plan template which might help get you going: http://bigredtomatocompany.co.uk/business-growth-tools/
Just let me know how when you need help and I’ll be happy to go through it with you.
Matthew
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