Constant email notifications and the urge to respond immediately feel overwhelming for most workers today, contributing to increased stress and reduced productivity. According to one survey, about one-third of US workers reported replying within 15 minutes of receiving a work email, and three-fourths replied within an hour. The worst part is that research shows that it takes around 20 minutes to go back to focus on the original task when you get distracted. How much time are you wasting by getting distracted with emails?
However, research offers a compelling case for why checking email less frequently can significantly reduce stress and improve well-being.
Research Key Findings
Kushlev and Dunn, researchers at the University of British Columbia, conducted a study to explore the relationship between email management practices and stress levels. They recruited participants from various professional backgrounds and divided them into two groups. One group was instructed to check their email frequently throughout the day, while the other was asked to limit their email checks to three times daily. The study spanned two weeks, with participants switching email habits midway.
Stress Levels
The study found that participants who checked their email less frequently reported significantly lower stress levels than those who continuously checked their email. This stress reduction was attributed to the decreased pressure to be constantly available and responsive.
Well-Being
Limiting email checks led to an overall improvement in participants’ well-being. Those who checked their email less frequently experienced fewer distractions and were better able to focus on their tasks, leading to a sense of accomplishment and satisfaction.
Satisfaction levels
While these researchers found that neither email volume nor time spent on email seemed to influence well-being directly, another study by the University of Cologne confirmed that any email decreases job satisfaction.
Practical tips for a more productive email management system
While you may think it’s impossible to reduce the volume of emails you receive, some training and tips on email management can help you reduce the stress and distractions. Research by Soucek & Moser confirmed that a training program in effective email management can reduce information overload and its negative consequences.
Here are some practical strategies for incorporating less frequent email checking into your routine:
1) Disable Notifications
First things first, turn off email notifications on all your devices to reduce the temptation to check your inbox constantly. This simple step can help you stay focused and reduce anxiety.
2) Schedule “Check Email” Time
Timebox when to check and respond to emails. You could do this once in the morning, at midday, and then again in the late afternoon. Sticking to a schedule can minimize interruptions and stay more focused on your tasks. In his book “The 4-Hour Workweek,” Tim Ferriss suggests checking emails twice a day at set times, while researchers at the University of British Columbia recommend checking them three times a day. If you need to respond more often, you can also check your emails after a specific trigger, such as after a meeting. Personally, I schedule my meetings for 45 minutes instead of 60 minutes to always have a buffer between meetings to check emails.
3) Implement the “Inbox Zero” method:
Keep minimal clutter in your inbox by responding to new emails as soon as you open them (not as soon as you receive them), what is called the “Inbox Zero” method according to a Sunsama article. Remember to use the “check email” time to implement the Inbox Zero method.
Here’s how you can implement it:
- Delete or mark as read: As soon as you read an email that appears unimportant, delete it or mark it as read immediately.
- Delegate: If you receive an email that you think will be better handled by a colleague or if you need to ask a question or involve someone else before replying, don’t let it sit in your inbox. Forward it, or copy the person and pose the question immediately.
- Respond to short emails immediately: If an email requires two or three minutes to respond, don’t leave it for later on. Address it quickly. You can also create email templates to make it easier.
- Act on urgent emails immediately: Respond immediately to any email that requires action or attention.
- Mark important emails as tasks: if the email is important and requires more of your time and you cannot do it now, timebox some time to work on it later, or add it to your task list with a due date and mark it as read.
- Reduce Unnecessary Emails: Whether you are part of email chains that are not important to you or receiving too much spam, avoid the hassle by requesting to be removed from these chains or unsubscribing. You would be surprised to notice how much time you lose reading and deleting these emails.
Checking email is part of our daily routine. Taking control of it to make it less stressful and disruptive of other activities can help you achieve the state of flow, be more productive and lead to a more balanced and fulfilling professional life.
