Use Emails to Do More Work

Eliminate email distractions using these simple tips

Every day, we are bombarded with hundreds of emails. Whenever a new email pops up on our phone or computer screen, we get distracted easily. In the age of technology, being focused is hard. However, there are many ways to circumvent this problem.

I stumbled upon this idea while reading the book “Deep Work” by Cal Newport. I started this book with the goal of being more focused on my work. Here, Cal describes a clever hack to use emails to your advantage.

For example, suppose you get the following email:

“Hey! I liked your ideas during our last meeting and I want to discuss these ideas in more detail. Can we grab a coffee sometime this week?”

How will you respond to this email? You can simply say, “Yes, I would like to have a coffee”. Then you will get another email asking about your availability. You will provide your tentative schedule and you will get confirmation. Then you will finally decide a time to meet. As you can see, this email can turn into a string of many small and unnecessary emails that are capable enough to destroy your concentration during the week.

However, there is a way to combat this email problem. These are simple tips that can be employed in everyday work:

1. Write one response to schedule a time

This is a powerful tool to eliminate distractions. Here is one response you can write:

“Hey! Thanks for your email. I would like to discuss the ideas in more detail. I am free next week on Monday and Tuesday morning from 9 am to 11 am, and on Thursday afternoon from 2 pm to 4 pm. If you reply yes to any of these times, I will consider it a confirmation from you and we will meet at the confirmed time. Please do not expect any confirmation email from me after this. Your reply will be the final confirmation.”

This email might take some time initially but can save a lot of time later. This response prevents the string of unnecessary emails.

2. Use When2Meet while scheduling a meeting time

When2Meet is another useful tool for scheduling and avoiding the popping of unnecessary emails.

You can highlight your availability during the week like this:

Another person can also fill the slot when he is available and a meeting can be scheduled at a common time.

In summary, emails can be used to do more work if carefully utilized. Use technology to your aid. Technology can be boon to your life.