S2 Episode 6:
Batch Those Emails!
September 15, 2020
Jessie Gebauer &
Listen to the podcast here:
It’s the final week of using our Macro Micro Mini Guide and strategy - so it’s time to put our knowledge to the test with a Who-What-When-Where-Why?-How? Check-in.
After that our bonus strategy is all about being more efficient professionally. We can do that with BATCHING! One of Jessie’s favorite tricks of all time.
Macro Micro Mini Guide: Who-What-When-Where-Why-How?
Who is this guide/strategy for?
What is it?
Think of an inverted equilateral triangle with the tip of the triangle at the bottom - kind of like a funnel. The top part - the wider part - of the triangle is for your Macro Values. The middle part of the triangle is for your Micro Actions. And the bottom part of the triangle is for your Mini Steps. Here’s what it looks like just in case you need a visual.
The Mini Steps are the key. You break down any Micro Action into Mini Steps so that you can live out and put your Macro Values into action!
When do you use it?
Whenever you notice that what you are doing might not be living up to your values.
Where do you use it?
Anywhere. This strategy is great on a personal and professional level.
Why do you use it?
It is all about figuring out how to do the minute, small things every day that feel great, leave us feeling good and not draining, and most importantly, align with our values.
How do you use it?
Constantly. With gentleness.
How To Be Efficient: Batching
There is so much written about this, but we want to give credit to the SaneBox blog. They did a great job of breaking this strategy down. Here’s how it goes:
Batching email is a very simple concept based on several principles:
You only read, process, and respond to emails two or three times a day.
You focus on responding to similar types of email at the same time.
Once you’ve responded to the email, you clear it from your inbox.
You get more done in less time.
The most important part of this strategy is getting out of the habit of constantly checking email — it’s a big distraction that really breaks your concentration, makes unreasonable demands on your time, and causes you to be less productive. That means it has to stop.
Turn off your email notifications across your various devices. Even better, close your email down and only open it when you’re going to batch your emails. You want to limit how often you even look at your inbox. Set aside two or three periods each day that you’re going to spend just working on email. For example, you might choose:
9 – 10 AM, 2 – 2:30 PM.
9 – 9:30 AM, 12:30 – 1 PM, 4 – 4:30 PM.
10 – 10:30 AM, 3 – 4 PM
The important thing is to choose a time and stick to it. If you’re tempted to break your self-imposed restriction on email, you’ll get back into the “constantly distracted” mindset you’re trying to escape.
One more pro-tip! Now you know what you need to respond to, you need to batch your email replies. You can do this in several ways:
If people are requesting similar information, you can paste the info into multiple emails from the same file, saving you time.
Create some canned responses for the information you need to send consistently.
Ultimately, you will work out your own way of batching your email responses. You can tweak and refine how you batch replies to make yourself even faster and more efficient.
One More Thing!
If you are lovin’ all the tips and strategies from this podcast, join our coaching group - The Force 2020-2021 Edition! The window to sign-up just opened, and it will only be open for a few short weeks. Then we’ll be shutting everything down so we can devote all our love and attention to the group members. We’re over the moon excited for this, so don’t miss out! Click the first link below!
All the Good Stuff From the Episode