Email Triage

Week before last I wrote about In-box Management and while many of you liked my highly figurative example of dealing with the spam between your ears, most of you would like tips to deal with the actual deluge of email you have to face on a daily basis.

I am glad to oblige. Let's get started.

The problem with email is twofold. First, there's too much of it in your in-box (we'll call that "inflow") and, second, you have to decide what to do with it ("outflow").

In medicine, "triage" is used to identify and manage the most acute cases, those in need of immediate attention. Guess what? Triage can also be used to manage your email effectively. All you have to do is identify what's most important, and deal with that first. Sounds simple enough, right?

Here are three tips to triage Inflow:

1) Have three different email accounts. One is your primary business email account. This is the account on your business card, and the one you give to professionals with whom you network. Your second account is for personal use -- this is the one you give your mother, your aunt Suzy, your layout cousin Frank and others. The third account is the one you use for online ordering, online games, online quizzes, whatever. This third account is your spam magnet, and will draw most of the junk. Then, you can spend quality time on your business email, some time on the family email and little or no time on the junk email.

2) Use email folders. Many email programs will allow you to change your settings so that email from a specific sender, or containing specific keywords, can be automatically directed into a folder. For instance, if you are working on a project with Tom Smith, you can specify that all messages containing his email address go into a Tom Smith folder. That makes staying on top of the project a breeze! Likewise, you can make all email containing Words You Would Have Gotten Smacked For Using In Front Of Your Mother go right into the trash. Setting up a priority system with your email folders can help you spend time on what's acutely important, and save the marginally important for another time.

3) Don't read your email all day long. It's a trap to have your email browser open all the time. If you are old enough, you remember when fax machines first hit the office. In my office, every time the fax machine signaled it had an incoming message the entire team gathered around to watch it come through. Who would it be for? What would it say? How important I would be if the fax was for ME! Over time, the novelty of faxes wore off (thank goodness), and we settled down to work. Today, the omnipresence of incoming messages means there is little time to actually think, or create, or evaluate. I suggest you check your email first thing in the morning, mid-day, at the end of the day. I know, I know -- you work in a culture that prizes always being available. Well, that's an awful lot like standing around watching a fax come in. Think of it this way: setting boundaries around reading your email gives you time to actually work!

Now, to Outflow. In my Stress Management class, I give a series of questions to ask when feeling stressed about a task. The very same questions can be applied to your email: Can I eliminate this? Can I do it another time? Can someone else do it?

Back in the dark ages (even before the fax machine, if you can believe it) there was an organizational school of thought best summed up by the phrase: "Touch it once." The idea being that a letter came in through the in-box on your desk (how quaint) and the goal was to touch it once -- read it and decide whether it needed to be filed, thrown out or acted upon. If it needed to be acted upon, you decided that before you put the paper down -- you wrote someone else's name on it and put it in the out-box, you called someone on the telephone to deal with it, or you wrote a new memo suggesting a meeting to settle the matter. Whatever you did, you didn't let paper hang around your in-box.

That's a good rule of thumb with virtual paper, too. Don't use your email in-box as a filing cabinet. Read the message; decide to do something with it or delete it; delegate it to someone else; call a meeting; print it out and post it anonymously on the employee bulletin board. Whatever you do, just touch it once, do something, and let it go.

The immediacy of email creates a false sense of importance. Only you can triage your email -- only you can decide what's important and needs immediate attention, and what's less critical and can wait. Many things clamor for your attention during the day -- honey, if you don't decide what matters, the clamor decides for you.

And the clamor doesn't always know what's best for you.

How To Like What You Do

Susan's complaining about her job. Oh, no, she likes her work -- she's just not crazy about the people she's working with. She's in a high-pressure, high-performance field where you "eat what you kill" -- in other words, she's paid a percentage of the contracts she closes.

The more we talk, it's apparent that Susan's frustrated because no one in the office is interested in working on projects with anyone else. No one refers Susan clients. No one comes to the parties she throws. People poach each other's support staff. She's never worked in a place like this and she's thinking about leaving.

I recommended Susan take the Myers-Briggs assessment. "But that's just for teams!" she blurted. "What can it do for an individual?" [note blatant set up here, which neatly introduces the subject I really want to write about!]

Back in the early 1920s, Katharine Cook Briggs discovered the work of pioneering psychologist Carl Jung. Katharine had been doing her own independent research on personality -- hoping to devise a tool to identify personality differences so that people could understand themselves and others -- and in Jung's theories found a workable personality type framework.

Katharine, the daughter of a college professor, had been home-schooled, so she home-schooled her own daughter, Isabel, in the same manner. In time, Isabel Briggs Myers -- armed with just a bachelor's degree, her mother's insights and her own determined curiosity -- developed the Myers-Briggs Type Indicator (MBTI).

I love the idea that a mother and her daughter, working together, developed such a useful and insightful tool. They encountered resistance from the academic community who scoffed at their indicator -- they had no training, no credentials! Who did these women think they were?!

Katharine and Isabel, mother and daughter, weathered that storm. Eighty-some years after Katharine began her research, the Myers-Briggs Type Indicator is the the most widely used personality assessment in the world.

You may have taken the MBTI at some point -- and found your personality type represented by four letters, E or I, S or N, T or F, P or J. Sound at all familiar? There are sixteen possible combinations. You have a preference for either Extroversion or Introversion. You either Sense or Intuit. You Think or you Feel. You Perceive or you Judge.

"But," you say with a tiny whimper, "I am both Extroverted and Introverted. It depends on the situation." You are absolutely right. Jung theorized that, at our best, we know when it's appropriate to be Introverted and Extroverted, to Sense or to Intuit, and so on. The MBTI gets to what our innate preference is, regardless of which we may use in a particular situation.

Let's try an example of preference. Cross your arms across your chest. Note which arm is on top. Now, switch your arms so that the top arm is on the bottom. How's that feel? Awkward? Bet so. You have a marked preference for how you cross your arms, just as you have marked preferences for the way you see the world.

Neat, huh?

People with particular preferences tend to cluster in the same kind of field. Studies have shown, for instance, that people who choose the military have similar personality types -- hierarchical, traditional, practical -- and that makes sense, doesn't it? Similarly, people in the nursing field tend to have similar personality characteristics -- concerned with people, empathetic, open to solutions. Each type brings its own strengths and shortcomings, which naturally lend themselves to success or difficulty in particular fields.

After she took the Myers-Briggs assessment, I pointed out to Susan that one of the main problems might be that her type (ESFJ) has a strong preference for belonging. It's important that she feel part of a team, that she work in a hierarchy with known roles and an objective system for promotion. That means she might not fit in with an organization that values and rewards autonomous lone wolves. To be happier in her career, she can 1) bring more belongingness into her current workplace, or 2) find a workplace that fosters belonging.

Her eyes opened with understanding, and her path forward became a little clearer. And that's what Myers-Briggs is all about. Understanding yourself, and understanding those around you, so that you can be more effective and clear. Sure, MBTI is great for teams -- and [shameless self-plug warning] I'm happy to come into your workplace to deliver a knockout program that will help your team become more efficient, communicate better, solve interpersonal problems and retain employees -- but simply knowing and understanding your own personality type, and how it shapes your joys and your struggles, can be an eye-opening experience.

In-box Management

Like most folks, I have a couple of different email in-boxes. One's more for work, one's more for fun, and one seems to be the catchall for hundreds of spam messages. That's right, hundreds -- every day.

I get messages for products -- how do I put this delicately -- to enhance the size and prowess of a particular body part that's not a standard equipment on the female form. From these messages, I have learned that this particular body part requires quite a lot tending, in terms of medication, cremes, patches and powders. I had no idea. Always seemed rather straightforward to me: Stimulus. Response. Done.

Oh, and I get many touching messages from lonely young women who'd like to show me their pictures, dear things.

I had no idea that I had so many kinsmen who die in Africa, Latin America and China, leaving immense fortunes which can be mine if I cooperate with certain widowed wives of former dignitaries of said nations.

People write daily to sell me OEM software, whatever that is, and "genuine replica watches". Let's see, it's "genuine" and "replica" -- sounds surprisingly like "fake".

The other day I received a message from the unfortunately named "Cosimo Kiang", who wanted to give me $500, just for clicking a button. Where do they manufacture these names, anyway? Throwing darts at a phone book?

Every couple of days, I scan through these messages looking for an authentic message from a real person asking me a real question. This trolling and culling takes too much of my time, and I always worry that I've overlooked or deleted something of real importance.

I hate spam. It sucks my time and attention and gets me all distracted and fidgety.

But you know what? The deluge of stupid, time-wasting, ridiculous messages is not restricted to my email in-box. Nope, I get plenty of spam addressed to one other mailbox I sort through regularly -- the in-box between my ears.

You know these kinds of spam messages: Be thinner. Be younger. Be older. Be smoother. Be tougher. Be gentler. Be taller. Be sexier. Be buff. Be wealthy. Be #1. Be as self-sacrificing as Mother Teresa.

In short: Be something other than what you are.

The spam between my ears doesn't help me live my best possible life. It clogs me up, paralyzes me, helps me feel inadequate and unsuccessful. So, I've taken to sorting through and culling those messages, too. The good news is that I've finally arrived at the place where I receive the message, decide whether it's something to pay attention to or not, then click that old delete button.

So satisfying.

If you have a ton of spam in the in-box between your ears, maybe it's time to do a major purge. Better yet, set some filters so the most annoying, time consuming, distracting messages go to the trash before you ever see them!

The best messages are those that lift you up, reinforce the best part of you, remind you what makes you uniquely wonderful, prompt you to live authentically, and allow you to change that which holds you back.

The rest? A spam-like waste of time.

In The Rearview Mirror

It's been a year since I began writing this weekly blog. A year! And what a year it's been.

Looking back, I certainly have referred to pop music -- in A Peaceful Easy Feeling, Risky Business and, of course, Funk Sway.

I've written about tragedy in We Are Virginia Tech, When Times Are Tough and Changing Through Crisis.

I've spent time talking about workplace issues with The Best Job Interview Question Ever, Getting Back To Work and Extreme Jobs.

I've written about books, like the best-seller called The Secret, in How To Get What You Want, and other great books in Forgiveness and The Power of Discipline.

One of the most popular columns I've produced is Fight or Flight? Or Mend and Tend. Believe it or not, this piece is read nearly every day by someone in the world.

Because I have readers in Singapore and Moldova. Ireland and Italy. South Africa and India. The breadth of geography is astounding. But most of you readers are living somewhere between Alaska and Florida, and I thank you kindly for your time.

Do I have a favorite column? Not really -- they're all my little brainchildren and, like a doting mother, I can't pick one I like best. When I re-read my columns, I remember what was going on at the time, how I felt, how a client felt, what the day was like. So, for me, each column is its own time capsule.

Folks ask me, "Where do you get the ideas you write about?" Sometimes it's a theme which emerges from several coaching clients in one week, or it's something I'm working on getting in my own life. Many of you pass on ideas, and you've saved my bacon more than once -- so keep your suggestions coming!

What have I not written on in the last year that needs attention? Well, let's see... Katharine Briggs and her daughter Isabel Myers, and what they accomplished. How teenagers provide excellent role models. Spam. The link between self-knowledge and beauty. What to do when your boss is a jerk. How to be heard. And, in the words of the pop poet, Kenny Rogers, when to hold 'em and when to fold 'em.

So, another year beckons. Stick with me, will you?