Buried Alive Managing The Avalanche Of E-mail And Paper
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Buried Alive: Mastering the Avalanche of Emails and Paperwork
Overview
Today, the typical employee faces around 37 hours of unfinished tasks on their desk. With piles of files and an overflowing Inbox, many find themselves in dire need of organizational help. This article explores whether the sheer volume of work is the root of disorganization or if there’s a more straightforward explanation.
The Real Culprit: Indecision
Disorganization often stems from delayed decision-making. Clutter accumulates when decisions are postponed. Each decision you make about an email or a piece of paper moves you closer to an organized space. Becoming a swift decision-maker in managing emails and papers is essential for reducing clutter.
Managing Emails
Email has revolutionized business communication but can also cause overwhelming interruptions. Here are some tips for managing your Inbox:
- Start Your Day Right: Spend 15-20 minutes each morning sorting your emails. Quickly decide whether to delete, forward, save, file, schedule an appointment, or create a task.
- Limit Email Checks: Try to limit checking email to 4-6 times daily. Frequent checks, say 15 times in an 8-hour day, disrupt focus every 32 minutes.
- Turn Off Notifications: Disable instant messaging and email alerts. These notifications act like distractions demanding attention and can lower productivity.
- Organize Folders: Set up folders in your email program. Quick decisions become easier with a well-organized system, especially for managing emails related to current projects.
- Automate Sorting: Use rules to presort emails into folders automatically. This helps keep relevant emails organized for specific projects.
Handling Paperwork
It's estimated that we regularly use only 20% of our possessions. This could also apply to the paper cluttering our filing cabinets. Here are strategies to better manage paper:
- Create a System: Designate a specific area for receiving, reviewing, and storing daily mail, such as a simple inbox on your desk.
- File for Retrieval: Remember, filing should aid retrieval, not merely store documents. Ensure items are filed in a way that facilitates quick retrieval, keeping only necessary documents.
- Review and Purge: Regularly assess your current files. Ensure others can retrieve documents in your absence and that there's space for growth. Sort and purge as needed.
- Avoid Redundancy: If a document is saved electronically, avoid printing a hard copy unless necessary.
Transforming Your Space
Organized offices and homes boost productivity, enhance efficiency, and help manage multiple demands. By developing effective organizational systems, you can transform not just your workspace but your entire life.
Source: Marlene Caroselli, author of "Empower Yourself"
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