Is Email Controlling Your Workday? Take Back Control with These Strategies

Email has become one of the biggest distractions in our workday. We check it constantly, interrupting deep work and fragmenting our attention.

Part of the reason is that we don’t use it wisely: we send unnecessary emails, copy too many people, or expect instant replies. (Not mentioning people who use it as task manager or document management system). Instead of being an effective communication tool, email turns into a source of stress and lost productivity.

Here are some strategies to manage email better and keep it from running your day:

1️⃣ Set Your Email Policy: Turn off notifications in your email app and check it only two times a day. Configure an automatic response informing others when you check your email and what to do in case of urgency. Not only does this help you stay focused and decrease the number of emails you get but most importantly, it can also inspire others to adopt more efficient habits.

2️⃣ Don’t Use Email as a Chat: If you need immediate answers, try to call the person instead. Replying instantly to every email only reinforces the expectation of immediacy and fuels constant distraction.

3️⃣ Think Before You Send: Before drafting an email, ask yourself if it’s truly necessary. Could it be solved with a quick conversation or during the next meeting? Also, avoid vague or open-ended emails that trigger unnecessary back-and-forth exchanges.

What other strategies have helped you reduce email overload? Drop your thoughts in the comments!