Thus, I will restrict myself to twice a day. And then once I’m sure the world is not actually falling, I’ll try once a day.

Thanks Marissa. I’ve just found you and I love you intensely already.

Catherine
.-= Catherine Caine´s last blog ..An Open Question: Where’s Your Tech Pain? =-.

I was able to eliminate #1 by changing my workflow. For me, emails that haven’t been filed away (i.e. into the place where I only need them for occasional reference, in the distant future) stress me out. I used to use Gmail labels to organize by client, and I think that has a lot of potential for some people. But for me, it wasn’t really effective in relieving my tension level. These days, when I receive an email from a client, one of three things happens:

1. It’s a question or comment or something that needs a reply. It stays in my inbox until I respond. (My inbox only has things that need my attention. Everything else is archived.) If it’s a small task that needs attending to, I’ll often write it on my to-do list and then archive the email, just so it isn’t staring at me like. Hi! I need your attention! No, you’re on my list.

2. It’s an attachment for a client project — maybe it’s artwork or copy or goodness knows what else. I save the documents to that client’s folder on my hard drive, confirm receipt of said items (if necessary) and archive the email.

3. It’s notes, dates, etc. for a client project. For awhile, I used Backpack to keep track of this information. Now I (are you ready for this?) write it down. On paper. In a notebook. I label my pages by subject or client, and that page has all the relevant info for the project. They send a list of adjectives that describe what they’re looking for? I transcribe it, with my own commentary. We establish a timeline? I write it down. For me, having all of those bits and pieces in 328 different emails is crazy-making; it ignites my OCD or DTO or something, and I feel scattered because the information is scattered. Having it all on one page creates a quick reference. And writing it down helps me remember, so I actually refer to that page much less than I referred to my email or Backpack.

As for sending proofs and concepts to clients, email is the easiest and best, and this keeps me in my inbox much more than it should. But one thing I’ve tried is composing emails throughout the day (as I prepare materials) and then mass-sending them all when I stop working for the day. This prevents the stream-of-consciousness emails that we all hate (oh, sorry, one more thing! just kidding, another thing… okay, this is my third follow-up email, oops!) and it helps set those boundaries that Marissa so wisely recommends. Maybe I need to try this technique again…
.-= Allie´s last blog ..2010 reading plan =-.

This whole system warms my teacher heart! Even I get those messages from people requesting information that could be found if they just spent a minute looking for it. Grrr…

This whole “my time is clearly more important than yours” bs brings up all sorts of icky from my last career (in politics) and so I set a lot of limits with people about time in my new career.

Thank you, thank you, thank you for setting limits with your people. Maybe this lesson will teach them that they can be more resourceful and take care of their own needs.

I think there is always a change when you go from academic to business setting (and when you go from one business setting to another, for that matter). There will be some tweaks to make and new issues to manage. But the fact that you’ve already figured out some ways of keeping the email beast under control is excellent–you’ll be able to use that framework, even while you make the necessary tweaks and adjustments.

Plus, you’re used to the idea that you decide how email fits into your life, rather than thinking you have to mold your life to fit your email. That alone is an invaluable realization that will continue to serve you well!

I didn’t really start making big shifts in how I thought about and handled email until I finally realized just how much of a toll it was taking on my ability to work effectively–and even on my ability to enjoy those good morsels! I’d never suggest that checking email in a certain way is universally bad or universally good–and I’m realistic about the fact that I’m going to have days where I slip into old habits of checking too often. It happens!

I think the most important thing is that when you stop and look at your relationship to email, you’re okay with it. That’s all that really matters. And if checking for good email morsels is part of your relationship to email that works for you, by all means, keep it! It’s the anxiety-producing side of things that I’m eager to eliminate (or, more realistically, minimize and manage).

Whatever you decide to do, make email work for you, and not vice versa. That’s the key! (And come back and share how you’re doing it, if you’re so inclined!)