I'm being a heretic again. It's quite popular now in our industry of organizing and productivity to give the firm advice not to check email first thing in the morning. I really have to disagree with that, and I'm sorry because some of the people who say this the most are friends of mine...
But I think the distinction is in the approach. There is a difference between "checking" email and "processing" email. To me, checking means seeing what has come through and noting anything that might be an urgent matter that needs attention. Processing means "doing" your email-- replying, getting sucked in.
I can think of numerous times that it's been a very good thing that I do check my email in the morning:
- Someone has cancelled on a meeting or client appointment for that day
- Someone needs to reschedule a time or postpone something a few minutes
- My website is down and I get an automated notification email about that
- When I was managing my team of organizers out in the field, a client has cancelled his/her appointment, meaning if we didn't know, someone on my team would be out driving someplace for no reason
- A media person wants to talk to me and she is on deadline (yes, this does happen, which is cool)
- Someone is waiting on a quick question to be answered from me to continue their own work that morning
And there are more examples... I think it's entirely possible to quickly check for these types of urgencies and then go on with your project-oriented work for the morning with peace of mind.
One way to manage not getting "sucked in" to processing it is to check your email on your smartphone instead of on your computer. You can easily see what's come through, but because it's harder to reply by typing with the little micromillimeter of skin surface on your finger on your phone screen, you are more likely to keep it brief and move on.
Absolutely, when this advice is given about not checking, it has to do with being proactive vs. reactive in your work habits, and I agree with being proactive as much as possible. Realities of the world and the workplace do mean that we do have urgencies to contend with, depending upon the type of job we have and the level of responsibility we carry. The key is not letting those urgencies control us entirely.
We can also say that phone calls should be used for urgent matters and not email. That is also wise, but many people do use email for everything, particularly when they send messages late at night about just such urgencies at hours when phoning would be inappropriate. We can dig in our heels and be determined that everyone "should" behave differently, but we can't control all of that. We can control our own behavior and exercise that control toward resisting being reactive whenever possible.
What say you? I am bracing myself for the discussion. :) Share your thoughts in the comments!
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"We can dig in our heels and be determined that everyone "should" behave differently, but we can't control all of that. We can control our own behavior and exercise that control toward resisting being reactive whenever possible."
Well said, Lorrie.
Posted by: Chris Heidel | February 04, 2011 at 08:39 AM
I completely agree! I check emails on my handheld every morning (I get automated notices of school bus cancelations). If there is something urgent I see it on my handheld & can deal with it quickly. Any other emails that require a bigger keyboard can wait until I get onto my big computer later in the day.
Posted by: Jacki Hollywood Brown | February 04, 2011 at 08:40 AM
Here's one more vote in favor of checking email in the morning - for exactly the reasons you mention, Lorie.
Posted by: Jeri Dansky | February 04, 2011 at 08:49 AM
Beautifully said, and FINALLY an expert applying the real world on this issue instead of repeating someone's keynote from 2002. Thank you, Lorie, for making this distinction that makes sense.
@alyandrea
Posted by: Aly and Andrea | February 04, 2011 at 08:56 AM
Love the distinction between checking and processing. It may seem like a small one, but it really is huge. I check e-mail often on my iPhone (reply immediately with just a sentence or two if they're urgent), and process less frequently.
The problem is that I get so many e-mails that processing can be a real drag...and sometimes a few messages slip through the cracks when my senior moments arise. ;)
At the risk of dating myself: "Calgon take me away!"
Posted by: Deb Lee | February 04, 2011 at 11:26 AM
I totally agree. Teaching I can't get sucked in (now on a Sat or Sun it is too easy) because I have to teach. I usually get emails from my adminiatrators in the late evening/early morning detailing changes to the day's schedule or letting me know I have a student in ISS. The rest of it can wait...and usually does...until my planning period or after school.
Like you mentioned on Twitter...what helps me the most are subject lines that accurately describe the message and are relevant. That makes my morning check last 30 seconds to 2 minutes versus 5 minutes to forever.
Two thumbs up! Way up!
Posted by: Emily - GA | February 04, 2011 at 11:42 PM
Great post! I always check my emails first thing, and it works for me. I don't get sucked in but I'm also not surprised at noon to discover that someone needs something from me by 1pm. For me, it's a low energy task that helps me start the day!
Posted by: Mandi @ Life Your Way | February 05, 2011 at 07:36 AM
Ha! Lorie, I had more than one person send me this for my comments! =) I started to respond here but realized I had a LOT to say about it. You inspired my own post! http://bit.ly/ezR1JP (I mostly agree. ;)
Posted by: Maura Thomas | February 05, 2011 at 10:39 AM
Absolutely correct post! First thing in the morning too I check my emails, I'll do a check if someone needs an urgent reply. And make sure that I'll get back to those who needs to be replied later. You don't need to be stuck checking on your email, you'll just need to make sure that everything has been done for the day esp those important emails.
Posted by: Sandra Hopkins | February 05, 2011 at 09:14 PM
Great post Lorrie. My only concern for giving this advice to my clients (I'm a PO also) is that they will not have the self control necessary to only check for urgent matters. How might we ingrain that in our clients? It's way to easy to get sucked in, especially for someone with attention and focus issues.
Posted by: Jamie Martin | February 08, 2011 at 05:40 PM
i like to read my emails to my friends
Posted by: ashlyn bonfante | February 11, 2011 at 08:05 PM
First thing in the morning too I check my emails, I'll do a check if someone needs an urgent reply. And make sure that I'll get back to those who needs to be replied later.
Posted by: Katrina Lees | June 10, 2011 at 11:05 AM
Yes! Love the checking-versus-processing concept.
I'll often check my email on the way to getting ready for the day and before I get my daughter up. I can't afford to get drawn in right then, but it helps to know if I have any personal notes or gig offers or requests from my husband about the schedule. I might fire off a quick note if necessary, but usually I don't even delete anything! I'll wait until I have another chunk of time to sort through and respond.
For those who have a hard time stopping at just checking email, perhaps the use of a timer would help? Give them one or two minutes, tops. Just enough to skim. Sometimes I time my web-surfing so I don't get distracted by tangents, and it does help.
Posted by: Marie | July 13, 2011 at 11:24 AM