Email and Time Management

I was having a discussion today with a few colleagues and the topic of email management came up.  We all agreed that email can be a major distraction throughout the workday, especially for multi-tasking entrepreneurs.  Constant email breaks are unproductive, often resulting in lost momentum as one changes focus between tasks and checking messages.  Additionally, becoming absorbed in reading and responding to email during the workday can lead to lost and wasted hours.

When clients talk to me about this issue and their spoiled productivity I always recommend they establish one simple rule:

Only check and respond to email at specific times throughout the day

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It will be very helpful to setup parameters.  Consider establishing specific times every day during which you check and respond to email, and set a time limit.  Whatever is reasonable for one person can be different for another.  Some people will only need 15 minutes at a time while others may need 30-45 minutes. 

I also recommend not looking at email when you first enter the office or come downstairs in the morning.  It is best to start the most important project you have for the day and make progress before you get on email and potentially get led down several rabbit trails.  Remember, emails are often less immediate than phone calls.  If someone really needs an answer right away they will pick up the phone!