Dealing with Email Overload
According to workers across the country, reading and answering emails can be one of the most time-consuming tasks at work, but you don't have to get overwhelmed. Here are some tips and tricks to getting your inbox organized and keeping it that way.
Get to know your email program
Whether using Outlook, Gmail, Yahoo, or another client, your email program probably has a wealth of features that you haven't explored. If you have been putting off learning how to properly manage your email settings you could be throwing away a lot of time-saving knowledge. Play with the program or look up features online so you are prepared to archive, sort, and reroute your emails to best advantage. If you aren't using your email's search function this is one of the most important tools for finding the messages you need without spending time manually searching folders.
Turn off notifications
The key to an organized inbox is not to deal with each incoming message immediately. Constant notifications of incoming emails are a distraction that can keep you from focusing on higher-priority tasks. Deal with your emails in batches throughout the day between other tasks and it will be easier to sort more messages in less time. This delay also helps create perspective as it can take time to determine the actual importance of a task.
Get less mail
The first challenge of streamlining your inbox is to stay on top of the messages coming in. Any email subscription that you don't read should never reach your inbox- it might seem easier to delete these as they come, but by law every newsletter comes with an Unsubscribe button and you should make use of it. If you read the emails occasionally but would prefer them not littering your inbox, you can filter them to a separate folder or use a RSS feed for these updates instead.
If your inbox is often cluttered with short correspondences that could have been dealt with by phone or text message, you are making more work for yourself. Send and receive fewer emails by being very clear and concise in your messages so that followup discussions aren't needed. Your coworkers will also thank you!
Filter and sort
Organizing your email is a matter of personal preference with many solutions, and you should consider what system will best suit the types of messages you receive and how you work. Most experts agree, however, that any email that can be dealt with in under two minutes should be tackled first, which keeps easy tasks from cluttering your to-do list. This also gets you into the flow of answering emails so you are ready for more challenging items. Then, sort the remaining messages according to how important the task is and when the response is due. Color coding or daily to-do folders are two suggestions for sorting, or set up reminders for messages you want to read later. Most of these systems can be automated for future messages as well. The goal is to keep all of your mail sorted so you never spend time reading, responding, or searching through any message you don't have to.
Read more about these tips and discover more email organization tips from these sources:
http://lifehacker.com/the-seven-types-of-emails-and-how-to-deal-with-them-1643964553
http://www.mindtools.com/pages/article/managing-email.htm
http://email.about.com/od/emailmanagementtips/qt/et_do_tomorrow.htm
Product Spotlight- Is Your Office Winter Ready?
Keep your office warm and ice-free with these winter products from EON.
SCW50BRR
Scotwood Road Runner Ice Melt
Magnesium Chloride, Calcium Chloride, Sodium Chloride -15°F (-26.1°C) - 50 lb
- Contains calcium and magnesium chloride pellets to melt ice upon impact
- Generates melting heat fast
- Melts effectively to negative 15 degrees Fahrenheit
- Colorless and odorless formula does not track
GJO59466
Genuine Joe Single Door Brush Tip Scraper Mat
32" Length x 24" Width - Rubber - Black
- Designed for outdoor use or inside foyer entrance use; absorbs moisture and protects floors
- Individual rubber bristles clean shoes with brushing action
- Simply shake and vacuum or rinse clean
- Size: 24'W x 32"
HWLHWM330
Honeywell HWM-330 Console Humidifier
Steam Vaporizer, Warm Mist - 1.25 gal - 3 gal/Day - 1050 Sq. ft.
- Designed to work in rooms up to 1,050 square feet
- Provides natural relief from dry air with soothing, pure warm moisture
- Features two moisture output settings, quiet operation, automatic shutoff and dishwasher-safe medicine cup
- Holds 3 gal. and runs more than 24 hours on one filling
- Low-maintenance design requires no filter
LLR84380
Lorell Convection Heater Electric - Black - Portable
- Heater spreads heat over a wide area with 900-watt and 1500-watt settings
- Switch it to the fan-only setting and control the temperature with an adjustable thermostat
- Safety features includes safety overheat protection and safety tip-over protection that turns the heater fan off
- Features a power indicator light, 6' power cord and recessed carry handle for easy transport
Limited Edition Winter K-Cup Packs
GMT6758
Green Mountain Coffee Roasters Pumpkin Spice Coffee K-Cup 24 Pack
GMT6201
Green Mountain Naturals Hot Apple Cider Coffee K-Cup 24 Pack
GMT6774
Green Mountain Coffee Roasters Spicy Eggnog Coffee K-Cup 24 Pack
GMT6742
Green Mountain Coffee Roasters Gingerbread Coffee K-Cup 24 Pack
EON has solutions for any space- search our catalog for more winter preparedness products at EON Online.
Use Color Psychology to Boost Productivity
Colors are a matter of personal preference, but certain colors affect us in different ways and you can use this to your advantage when decorating your office spaces. Here are some suggestions for using specific colors to enhance different areas for different effect.
RED
Red is known for being an appetite and energy stimulator, so this color is best used in environments with a lot of activity such as break rooms and busy meeting areas. Conversation may be enhanced by pops of this warm, exciting color.
ORANGE
Orange is thought of as a brain stimulating color that can help boost creativity. Like red, it may be a little harsh for an office environment but might energize an exercise room or break room.
YELLOW
Yellow is a happy, uplifting color but should be used in moderation; bright yellow can be jarring on the eyes and in some studies has caused anger or frustration in people. Kitchens, bathrooms, and hallways are great areas for yellow but avoid covering large spaces or use muted hues of the color.
GREEN
Green is second only to blue as a cross-culturally positive color. It is refreshing, calming, and thought to promote concentration. Whether introducing some office plants or using green desktop artwork, this color is recommended for your main working area.
BLUE
Blue is thought to be the best color for productivity and works in almost any environment. Blue evokes feelings of stability, quality, and cleanliness and comes in many warmer or cooler shades depending on the effect you want. Lighter blues can be calming while brighter turquoise blues can liven up a communal space.
PURPLE
Purple is yellow's opposite and is a restful, luxurious color that many people associate with power and sophistication. Use it in moderation to add a polished and calming atmosphere to waiting rooms and offices.
NEUTRALS
Black, white, gray, and brown are all useful colors to use as a base for any area. These colors blend in to the background and are used to balance and complement other colors. Black is authoritative and intimidating in large quantities, but adds depth as an accent. White and gray can be refreshing and calming but may seem sterile without the contrast of brighter colors. Choose one or two primary colors and fill in the rest with neutral colors- go with your gut for what will work best in your space.
If you are unsatisfied with your office atmosphere, ask our EON Environments interior design team for suggestions on how to coordinate the colors in your office with furniture and accessories for a sophisticated and productive work space. View our past projects HERE.
Sources: http://ayearofproductivity.com/angela-wright-interview/ http://www.huffingtonpost.com/vanessa-van-edwards/color-and-mood_b_2088728.html http://freshome.com/2007/04/17/room-color-and-how-it-affects-your-mood/ http://www.scienceofpeople.com/2013/01/10-ways-color-affects-your-mood/
Working for Willpower
Willpower is your inner force of motivation that keeps you focused and making good decisions, but it often feels like there is never enough. The good news is that willpower is like a muscle-it can get tired with use but with the right fuel and training it gets bigger and stronger. If you find it hard to stay on task there are some tips to increase your store of willpower and use it more effectively in the workplace.
GET MORE SLEEP
You probably have noticed that it's harder to focus when you aren't well rested, and this is just as true whether you miss one hour of sleep or four. If your mind is wandering more than usual make sure you are getting the recommended 7-9 full hours of sleep and see what a difference it makes!
IDENTIFY YOUR WILLPOWER CLOCK
Most people have a time of the day when they feel more energized and alert, and this is the key window for difficult tasks that require the most willpower. This is usually the morning, before you are stressed out by incoming emails and the noises of a busy office, but some people naturally have more focus at night. Identify your optimal energy hour and schedule your most demanding projects for that time.
MEDITATE 5-10 MINUTES A DAY
Meditation by focusing on one's breathing for a few minutes at a time is a highly recommended method of strengthening willpower. Just close your eyes and try to clear your mind by continuing to bring your focus back to your sensations of breathing no matter how often your mind wanders. You might not notice a difference at first, but keep it up and you will enjoy a greater awareness of your thoughts that can keep you from getting distracted.
HAVE A HEALTHY SNACK
Low blood sugar is one culprit of waning willpower that is easy to fix- just have a snack. Choose healthy snacks with complex sugars over processed foods that will give you energy in the short term and have you crashing later.
PLAN FOR THE FUTURE
If you find yourself making the same willpower mistakes over and over you can use this information to change your behavior by planning ahead physically and emotionally. Don't trust that your future self will be any more motivated than your current self and help yourself now- putting things off until tomorrow is only a way to get behind. If your cluttered files are a hurdle in getting your work started, for example, you are less likely to get as much done than if you had taken time to organize everything first.
KEEP YOUR GOALS IN VIEW
It's easy to forget what your goals are if they aren't in front of you. Take notes on your efforts, make to-do lists, or post reminding notes around your work space to make sure your higher priorities are always in view. Reward yourself moderately for the goals that you have already achieved and avoid punishing yourself for failing. Staying positive and focused on the bigger picture are the keys to overcoming your unwanted fleeting desires.
Do you have your own techniques for increasing willpower and getting more done at work? Post them in the comments below!
Product Spotlight- Ergonomic Chairs
October is National Ergonomics Month and the most important piece of ergonomic equipment in any office is the chair.
The human body is meant to remain in motion, so in sedentary jobs a poorly designed chair may cause stress and pressure points over time. A good ergonomic chair has many adjustable features to fit each individual's body and, more importantly, has a large range of motion in its connections to keep your body in action.
Here are five examples of excellent ergonomic chairs that EON's Environmental Design team recommends from Global and Allseating. As well as providing excellent support and comfort, these chairs come in a variety of quality materials and finishes to match any decor.
The Loover is an office favorite as a standard task chair with features like automatic tension, lumbar support, fully adjustable components, and vented back.
This eco-friendly option has a flexible back that provides support for spinal alignment and comfort in seated tasks that require more motion. The back tilt locking mechanism provides additional support for stationary tasks as well.
Sleek styling and clean lines are the hallmarks of this chair. Despite the simple look of this chair, it has advanced ergonomic adjustment options and has a synchronized mechanism that adjusts your seat automatically as you tilt for maximum comfort.
This curvy chair has a unique U-shaped back suspension that automatically lifts you into a comfortable seated position and conforms to each user's back to keep the spine supported.
One challenge of ergonomic chairs can be their large size- this chair provides a solution for smaller spaces with a pared down profile and smaller adjustment controls. It also comes in a variety of beautiful colors and patterns to blend into any office.
Want to see more chair options from EON? Contact your Account Manager for our full range of beautiful, durable, comfortable office furniture.
Donate to Cancer Research with These Products
In honor of Breast Cancer Awareness Month this October, EON highlights these helpful office accessories that sport the BCA Pink Ribbon and donate a part of their proceeds to breast cancer research.
SAN1745267
Uni-Ball 207 Pink Ribbon Gel Pen
0.7 mm Pen Point Size - Black Ink - Pink Barrel - 1 Each
- Gel pen proceeds go toward the nonprofit City of Hope for breast cancer research
- Features a comfortable, textured grip
- Offers a semi-translucent, Pink barrel and sturdy clip
- Ink is acid-free, water-resistant, fade-resistant and archival-quality
- 0.7 mm point; Black ink
ACI1188
PaperPro Pink Ribbon Desktop Stapler - Breast Cancer Awareness
20 Sheets Capacity - White
- Portion of proceeds donated to Cancer Care to help patients and their families
- One-finger stapling for up to 20 sheets
- Lightweight with nonslip handle and base
- Loads a full strip of standard staples; stands vertically to save space
- 5-year limited warranty
VCT9099
Victor 9099 Pink BCA Calculator
10 Character(s) - LCD - Solar, Battery Powered - 4.5" x 3" x 0.5" - Pink
- Large, 10-digit LCD
- Supports Breast Cancer Awareness with the special pink ribbon logo and proceeds donated to research
- Stylish calculator has a pink fold over case design with mirror-like chrome interior and nonslip rubber keys
- Features cost/sell/margin keys, square root, 3-key independent memory, and percent key
- Operates on hybrid power (solar/battery backup)
RED36647
Rediform Pink Ribbon Steno Notebook
60 Sheet - Gregg Ruled - 6" x 9" - White Paper
- Offers convenient note-taking and supports the fight against breast cancer
- A portion of the proceeds will be donated to the nonprofit National Breast Cancer Foundation
- Paper features Gregg ruling on both sides
- Lizard-printed cardstock cover features a pink ribbon
- Wirebound at top
SMD11820
Smead 11820 Dark Pink SuperTab File Folders with Oversized Tab
Letter - 8.50" Width x 11" Length Sheet Size - 1/3 Tab Cut - Assorted Position Tab Location - Pink - 6 / Pack
- Designed with 90% larger label area than standard folders for improved labeling
- A portion of the proceeds from this product will be donated to breast cancer research
- Labels are easier to see using larger text or more lines of text
- Single-ply tabs fit any vertical or lateral filing system
- 11 point stock and scored for 3/4" expansion
Find these products and more in our online catalog at eonworkplace.com. You may input the Product ID directly or enter "Pink Ribbon" and "Breast Cancer Research" in the search bar to see our full range of products that donate partial proceeds to cancer research and awareness.