10 Email Productivity Myths

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Like you, I receive my share of email.  I have multiple email accounts.  It is especially difficult to manage as I travel the globe, working across time zones.

Over the years, I have heard my share of advice about email.  I call them “email productivity myths” because they are widely shared in leadership and productivity classes.  The problem is that some are not true.  Others work for some but not all.

Here are a few:

1. Email is one of the biggest time wasters.

 

Why:  This is one I hear all the time.  It seems a given that everyone sees it as a nuisance, as a time waster, as taking too much time.

Why it’s a myth:  More often, email is saving time. It allows quick communication with people all over the world. What takes a few minutes to write and to read would have required scheduling a conference call, preparing, and having an unneeded long conversation.  How to use email properly is an important skill, but don’t fall into the false belief that all email is a waste of your day.

 

2. Never reply all because you are filling up everyone’s email box unnecessarily.

 

Why: Carelessly hitting reply all adds an email to everyone’s inbox.

Why to do it: There are times when replying all is important. You are sending a message where everyone needs to stay in the conversation.  The important reminder is to think about where it is going.

 

3. Don’t respond.

 

Why: Say you receive an email sent to a few people, and you have an opinion and decide not to respond.

Why you may need to respond:  Depending on the culture of your organization, silence may be read to equal agreement.  If you have a point of view, you may need to share it either via email or in-person.

 

4. Use the blind cc: feature to copy people.

 

Why:  You are using the blind carbon copy to let someone know you are handling a situation, but you don’t want the receiver to know.

Why you should rarely, if ever use it:  It feels slimy.  It’s like you are hearing a one-sided conversation, and don’t get to hear the response.  If you receive a blind cc, you have to keep track of what you are supposed to know, and what you aren’t. Worst of all, we have all seen someone who was blind carbon copied respond, embarrassing the sender.

The only thing you absolutely have to know, is the location of the library.” Albert Einstein

Albert Einstein

Everything Connects: An Interview with Faisal Hoque

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My friend Faisal Hoque is a serial entrepreneur, author, and thought leader.  His life is a modern story of success, failures, and resiliency – leaving Bangladesh at 17 for the United States where he has since founded businesses including SHADOKA and others.  You may know his writing from Fast CompanyHuffington Post, Forbes, or BusinessWeek.

I previously talked with him about The Power of Convergence.  His latest book, written with Drake Baer, Everything Connects: How to Transform and Lead in the Age of Creativity, Innovation and Sustainability. Like all of his writing, it is packed with ideas.

Everything Connects

Faisal, it’s so good to talk with you again.  Let’s start with your definition of “connectivity.”  What is it?  Why is it so important? If it is that important, how do we cultivate it?

 

There is no substitute for inspiration, curiosity, and passion. -Faisal Hoque

 

Being holistic and humanistic is key to a great life and doing great work.

faisal.hoque300dpi2013Connectivity is a sense of journey to the sense of purpose — it is an individual, lonely pursuit and a collective, companionable one at the same time.

Our individual, interpersonal, and organizational working lives all interconnect. By examining these connections, we learn new ways to create, innovate, adapt, and lead.

We need to address our own mental experiences, our social interactions, and the mindset we can take to orient ourselves to this holistic, long-term view.

We need to explore understanding that leads to long-term sustainability, the way to act in a manner that promotes mutual flourishing, and how, crucially, a leader can urge us along this process.

We need to arrange our lives and our organizations in a way that leads to long-term value creation: surveying the subtle and not-so-subtle arts of idea generation, decision-making, and creating continuous value.

The newest problems of the world find solutions in the oldest timeless practices like mindfulness, authenticity, and perseverance—because Everything Connects.

Understanding Unique Motivations

“Somewhere along the way, people become convinced that stasis is safer than movement. Consistency feels comfortable; volatility is frightening.”  As a leader, how do you motivate people out of the comfortable?

I think first, we have to appreciate the interior complexity of the people that we work with. Then, we need to make the links between a person’s individual motivations and what our organizations need. In other words, link the individual–personal goals like career trajectories–to the collective group goals like innovation, revenue growth, and impacting the world.

Leaders need to connect with the emotional intelligence of their people and curate their talent to change, adapt, move forward.  There is no substitute for inspiration, curiosity, and passion. -Faisal Hoque

To do this we need to understand what people need from their work in order to do their best work–and how leaders can help arrange that for them. This distinction is rooted in intrinsic versus extrinsic motivation. If people are intrinsically motivated, there is something inside of them that pushes them to their work; if they are extrinsically motivated, something outside of them brings them there.  They embrace the unknown, volatility.  Leaders need to connect with the emotional intelligence of their people and curate their talent to change, adapt, move forward.  There is no substitute for inspiration, curiosity, and passion.

The Benefits of Meditation

You place a lot of value on meditation, calling it the “batting cage for getting familiar with the fastballs and curveballs of our conscious and unconscious habits.”  Off the top of your head, what are the top three benefits of meditating?

Think Like an Elite Warrior to Lead and Succeed

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Mark Divine retired as a commander in the US Navy where he had served as a SEAL for 20 years. He holds an MBA from NYU and is the founder of SEALTFIT, NavySeals.com, and U.S. CrossFit.  You can follow him on Twitter. His latest book is The Way of the SEAL: Think Like an Elite Warrior to Lead and Succeed.

Mark, it’s great to have a chance to talk with you as everyone is thinking about New Year’s resolutions: how to make them, but more importantly, how to keep them. Your book is a blueprint for success and is packed with principles, ideas, methods, and specific actions all designed to change your life. We can’t cover even a fraction of them, but I want to ask you about just a few.

The best leaders keep their minds positively focused. –Mark Divine

 

Let’s start with visualization. You put it this way: “Visualize Powerfully.” How do you personally visualize your goals and your success?

I learned in the SEALs the importance of winning the mission (goal) in my mind before stepping off the ramp into the dark of the night.

What this means for me is a three step process:

Go after well defined targets

First, I ensure that the targets I go after are the right targets and are super well defined so I don’t waste valuable time and energy chasing impossible dreams or improbable projects. In the past I often had poorly defined new year goals that quickly fell by the wayside. That happened because they were the wrong targets, or poorly defined to begin with. I outline a powerful process for preventing this and selecting the right targets in my book.

Imagine what victory looks like

Second, I imagine what victory looks like for my target / goal. I see it as clearly and with as much detail as possible in my mind’s eye. In fact I have built an imaginary training space I call my ‘Mind Gym’ where I do this inner work. In the gym I see the outcomes of the goal, see myself achieving it and what my life is like after. I see myself as the type of person who CAN achieve the goal and possessing all the skills and knowledge necessary to crush it.

Review your goals daily

Third, I visit my mind gym daily to review the visualization while tackling the tasks and preliminary steps toward accomplishing the goal. This strengthens the image and eventually leads to greater confidence and certainty of mission success.

 

Decisiveness is a must for anyone seeking to gain momentum toward their critical targets. –Mark Divine

 

You talk about the importance of breathing in your book. Why is it so important and would you share one of your breathing exercises?

The Benefits of Deep Breathing

In a firefight or any intense situation, I learned to perform better by controlling my physiology and psychology. The key was learning how to breathe more powerfully. It is the first and most important of what I call the ‘big four of mental toughness’ skills. Deep diaphragmatic breathing, through the nose, brings two immediate and critical benefits for mission success:wayofseal_cov

First, It is a stress release mechanism because it stimulates the automatic nervous system’s calming function. We are riddled with stressors coming at us from all angles, many self-imposed, and this breathing technique slows down our heart rate, calms our body and allows us to get back in control of our physiology so we can direct it towards performance.

Second, it centers us by narrowing the range of our critical mind’s thought patterns. The concentration required to breathe deeply means you are now focusing on health and stress release. This triggers positive feelings and thoughts, and the mind slows down so we can direct it towards the important tasks leading to success.

The training technique is simple, called the ‘Three part breath.’ Begin by exhaling all the air from your lungs, then inhale deep into your belly . . . your belly will move out. When the lower part of your lungs are full (your belly is ‘full’), then activate your diaphragm to fill the middle of your lungs. When that is full, then use your upper chest to fill the top of the lungs. The exhale is then done in reverse order, and the whole breath cycle should be a five count inhale and five count exhale. Over time you will do this naturally and unconsciously in one step, versus three steps. It will help you stay positively focused on your important goals in 2014 AND have great benefit for your overall health and peace of mind.