This article assumes that you are using Outlook (and Exchange server) for managing mails. However, the concepts explained here are applicable to any mail / messaging system. However, the remedies mentioned are specific to Outlook-Exchange only and may not work with other products.
Here are some (obvious) facts
- We spend a lot of time handling mails (replying to mails)
- We also spend a lot of time attending meetings
- Most of us are running against time – there is always significant backlog of pending work
- Even though we are capable of doing all the pending work, we simply do not seem to have enough time to execute it
- Due to this, our capability is not fully actualized – it hinders your growth
Here are some – not so obvious – facts
- Everything in Outlook requires at least two parties (sender and recipient)
- It is an interaction between YOU and OTHERS (everyone else who can interact with you including all your staff as well as external people like customers, vendors, etc.)
- You send mails and others send mails to you. Naturally, the number of mails you mails you RECEIVE are going to be more than mails you SEND.
When you send a mail you are trying to do YOUR WORK. When you reply to someone else’s mail, you are helping OTHERS do their work.
- Similarly, the number of meeting requests you SEND are bound to be much lesser than the number of meeting requests you RECEIVE.When you arrange a meeting, you are trying to get YOUR WORK done. When you attend a meeting called by someone else, you are helping OTHERS get their work done!
- When you say I spend so much time cleaning inbox, do you realize that you are spending that time helping helping OTHERS ?
Question: When do you do your work?
Very important question. The answer is surprisingly depressing.. the answer is…
Whenever I get time!
And whatever time you have you are literally WASTING in helping others!
Of course, I am not against you helping others. Everything we do is teamwork. But this is a highly skewed version of teamwork.
You are helping others at the cost of your own work!
This is what I call Outlook Paradox
Now let us try to pin down the root cause.
Root cause: false sense of “free” time
When you or others look at your calendar, the time which is not blocked for formal meetings is considered as FREE.
Others are free to request a meeting with you during the FREE time!
The question is – are you really FREE during that time? Is it not the time you get to do your own work?
But somehow, your actual work is never visible in the calendar. That is the root cause of Outlook paradox.
It is surprising that this simple and obvious fact is ignored by billions of people every day.
Solution to the Outlook Paradox
The solution is simple. Stop using Outlook the way you currently are.
Turn the tables. Be focused.
Do your work first and then help others!
That is the concept. In reality we have to follow more specific steps. We will cover these steps in detail in upcoming articles. Here are the steps:
- Realize that TASK folder is the most important one!
- Focus on your work
- List down all the work (personal as well as professional)
- Specify the estimated time you will need for each work item
- Even if others ask you to do some work, monitor it in Task folder (not in Inbox)
- Find time to do your work
- Allocate time for your work in the calendar
- Delegate work in an efficient and effective manner
- Use Task delegation features of Outlook
- Use SharePoint Task list
- Use Microsoft Project for complex projects
- Use OneNote to capture and delegate tasks DURING meetings rather than AFTER meetings
- Prioritize mails which you respond to – don’t read and respond to every mail which arrives
- Learn to manage mails and tasks across multiple devices
In the next few articles, we will learn these steps in detail.
For now, just go to your task folder, create a new task and see all the options! Get ready for action…