book.chapter Daily practices

In today's fast-paced world, the sheer volume of information that bombards us daily can be overwhelming. It's crucial to recognize that it's impossible to digest every piece of information that comes our way. Hence, a strategic approach is to disregard a significant portion, specifically 80%, and concentrate solely on the essential 20%. This method involves a quick evaluation of all incoming information to identify two key elements: any required action on your part, such as attending a meeting or submitting a form, and the specific deadline for these actions, like the due date for submitting an expense reimbursement form. If a document lacks these critical details, it's advisable to eliminate it immediately and refocus on your tasks. This approach is based on the premise that if the information is truly important, the sender will likely resend it, allowing you to address it at a more appropriate time. Email, a common source of information overload, requires disciplined management to prevent it from consuming excessive amounts of your time. Start by examining the subject line and sender of each email. This initial assessment helps you determine the urgency of the email. If it's not urgent, feel free to delete it without further reading, which should clear about half of your inbox. Next, skim through the remaining emails for the aforementioned critical elements: required actions and their deadlines. Eliminating emails that lack these components should further reduce your inbox by 75%. The final step involves a more detailed review of the remaining messages, looking for information that aligns with the CLEAR criteria: connection to your current projects, a list of subsequent steps, expectations or success criteria, the availability of necessary tools and support, and potential rewards. Emails failing to meet these criteria should also be discarded, leaving your inbox nearly empty. Effective communication is another area where brevity and clarity are paramount. In our brief interactions, it's essential to quickly convey the core message. The Know-Feel-Do framework is a powerful tool in achieving this. It involves determining the single most important piece of information you wish to share, the emotion you want to evoke, and the action you desire as a result of the interaction. This approach ensures that your conversations are impactful and memorable. Voicemails, like emails, should be concise and to the point, ideally not exceeding 30 seconds. Preparing your message in advance ensures that you communicate effectively, covering what the recipient needs to know, how you want them to feel, and what you expect them to do, all while speaking slowly enough for them to jot down your contact information. When crafting email messages, aim for brevity and relevance. Think of your email as a billboard, not a letter, with a word limit to capture attention and convey your message. Employing the CLEAR formula here as well ensures your emails are impactful and prompt the desired action. Presentations and meetings are other areas where efficiency can significantly impact productivity. Opt for engaging your audience in a dialogue rather than delivering a one-sided presentation. This approach not only makes your presentations more memorable but also changes the subsequent conversations. Similarly, being selective about meeting attendance and focusing on productivity during the meetings you do attend can save valuable time. In dealing with senior executives, it's beneficial to present information succinctly, focusing on storytelling and the most relevant data. This strategy respects their time and increases the likelihood of your ideas being well-received. Finally, learning to say "No" is a critical skill in managing your workload and avoiding becoming overwhelmed by others' demands. Asking "Why?" helps uncover the true rationale behind requests, allowing you to make informed decisions about your involvement. By adopting these strategies, you can navigate the information overload and communication demands of the modern workplace more effectively, freeing up time for the tasks that truly matter and enhancing your overall productivity.