The Email Trap by Betty Mahalik

The Email Trap
by Betty Mahalik

If you're reading this, according to Las Vegas-based business consultant Betty Mahalik, you're a potential victim of the bottomless pit called the "email trap." Just about anyone can fall prey to it. Spending time on email makes us feel as if we're accomplishing something, while higher priority projects often fall further and further behind. And, it's a huge stress-producer because it never seems to end.

Like any other habit, Betty reminds us we can get a handle on it by recognizing the problem, resolving to change our patterns, and developing systems and strategies to handle it.

Some typical email trap patterns include:

Reply As You See Them – replying randomly as email comes in.

Inbox Overload – leaving all your mail unsorted, in your inbox. Within a very short period of time, you're buried. . . physically and psychologically.

Responding to Emails That Don't Merit a Reply such "FYIs," "inspirational," or well-meaning chain letters.

No Limits – sitting in front of your computer screen for hours on end, doing email – potentially most damaging. You delude yourself into believing that you're actually accomplishing something, but at the end of the day spent have little to show for it.

Betty goes on to suggest a few simple rules, and a new resolve to start managing your email rather than letting it manage you.

Step 1: Scan, sort and delete. When your email downloads, do a quick scan. Immediately delete anything that is not from a known or reputable source. Do a second scan to see what can be filed in email folders. Anything that doesn't require a response and is simply an FYI email can either be deleted or filed in the appropriate folder. DO NOT get in the habit of printing everything out. You'll be faced with the task of filing the hard copy as well as the virtual one.

Establish a priority order to those emails that remain in the inbox. Give seemingly "urgent" email some cooling off time so you can respond rather than react. In some cases, it will require no response at all.

Step 2: Let technology work for you. (If you are a technical person, please forgive us stating the obvious.) Using the file folder functions available in your email – typical folders are Inbox, Delete and Drafts. Create additional folders as needed. Set up folders to accommodate the various subject areas and organizations you're involved in. Sort your folders from time to time, deleting those you no longer need and combining them to reduce folder overload.

Try to program your computer to automatically send your incoming mail to the appropriate folders. (Some may need a consultant to do this but it's well worth it.)

Step 3: Set boundaries on the kind of email you will and won't accept, as well as how much time you'll dedicate every day or, if necessary, every hour to email. Use spam filters to set the electronic boundaries but also set time limits on yourself. (Betty uses a "10-minute an hour" policy.)

Set limits with others – either by automatically deleting mail or asking to be taken off certain circulation lists. We know the latter can be hard since so many emails are well-intentioned calls to help others but tell people you are overloaded and have no choice. Then gently but consistently enforce those boundaries (with yourself may be the hardest!).

When the time you've allotted is up, minimize the screen or exit the program entirely. The less stimuli you have luring you into the email trap, the better.

Betty warns us that email will probably only multiply in years to come so taking some of the steps she's suggested now can reduce the hold of the email trap for us all long term. Now, she says, "either file or delete this message!"

This article was condensed from an article by Business consultant and coach Betty Mahalik, a Best Year Yet® partner who lives and works in Las Vegas. Betty can be reached at .