CEO of DeskTime—a time tracking and productivity app for companies and freelancers. He’s also an amateur athlete and father of two.
In the United States, 40% of office workers begin their workday by checking their emails, as found in a recent study of 9,000 users at my company, DeskTime.
This is hardly surprising, considering the extent to which we have come to rely on email communication in our professional lives. Some of us have developed a routine of reaching for our smartphones upon waking—only to plunge headfirst into our inboxes.
However, it’s crucial to pause and reflect: Is this obsessive email checking a good way to start our workday?
Embracing Proactivity: Setting The Tone For The Day
With emails, the power lies with the sender. An unsent email requires no response, while a sent email prompts the recipient to take action or make a decision.
When we start our day by checking email, we instantly shift into reactive mode. Instead of taking control of our time and priorities, we become consumed by the demands and distractions of others.
In other words, by responding to emails, we allow external factors to dictate our agenda, often leaving us little time or energy for our own important tasks. In contrast, beginning the day with proactive work empowers us to set the tone and direction, ensuring that our most significant priorities receive the attention they deserve.
Our new study suggests that the habit of taking a reactive position is rooted in our modern work culture. Not only do 40% of individuals initiate their workday by checking emails, but an additional 19.8% choose to kickstart their mornings by opening instant messaging apps such as Slack and Skype.
Discourage reactive mindsets.
When people can’t finish their daily tasks on time, they end up working overtime. Data shows 71% of U.S. workers stay late at the office at least once a week. A reactive work attitude can lead to lower productivity and negatively affect employee well-being.
Encourage proactive habits.
In some cases, implementing proactive habits may involve adjusting our daily routines. For example, we can schedule a window of uninterrupted thinking time at the start of the day. This allows us to engage in deep, sustained thought and problem-solving, undisturbed by the influx of emails and external demands.
Escaping The Email Time Trap
Email has a sneaky way of devouring our precious time. It’s easy to get trapped in a never-ending cycle of long email chains, irrelevant messages and excessive CCs.
Postpone email until later in the day.
Once we open our email, it’s easy to lose focus on other goals and priorities. Postponing allows us to focus on high-value tasks and make meaningful progress.
Dedicate focused, uninterrupted time to important tasks.
Email also invites us to multitask, pulling our attention in different directions. This disrupts our cognitive flow, fragments our attention and decreases productivity. Dedicating focused time allows us to enter a flow state and produce higher-quality work.
Avoid the morning emotional roller coaster.
Email can also be a source of stress and anxiety. Each new message can bring unexpected requests, urgent deadlines or challenging feedback. When faced with a hectic schedule, the thought of tackling a crowded inbox filled with numerous unread emails can feel daunting. It becomes even more discouraging when responding to one email only leads to two new ones taking its place, as often happens.
Consider the limitations inherent to emails.
Think about the limitations of emails as a written form of communication. Much of human communication is conveyed through nonverbal cues, such as body language, tone of voice, facial expressions, gestures and eye contact. Without these crucial cues, email messages can pose a mental challenge for recipients as they strive to unravel their “hidden” meaning. It’s no wonder the entire ordeal can be a source of anxiety.
Cultivate a sense of calm and control.
By exposing ourselves to this emotional roller coaster first thing in the morning, we risk starting the day on a negative note. The resulting stress can impede our ability to think clearly, make sound decisions and navigate complex tasks effectively.
In contrast, when we shield our mornings from the overwhelming influx of emails, we can cultivate a sense of calm and control. This lays a firm groundwork for the remainder of the workday, empowering us to navigate our tasks more confidently.
Think twice before opening or sending an email.
Perhaps our email predicament stems from a flawed perception of its role in communication. We tend to forget that emails are asynchronous—they do not occur in real-time—it’s not a face-to-face conversation where a person eagerly awaits our immediate response.
And it shouldn’t be our default choice for all communication—even though we frequently rely on it. Probably too often. That’s why the notion of checking emails first thing in the morning has become so ingrained.
Break free from the compulsion.
Not checking email first thing in the morning can do wonders for our workday. By avoiding the reactive trap, we reclaim control over our time, productivity and well-being. Instead of being pulled in multiple directions by the demands of others, we can focus on our real priorities and work on our own terms.
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