How do we know (or communicate!) what really matters?

by Caroline Nevin

In the age of email overload, paper overflow, BlackBerrys, Twitter, blogs and RSS feeds, one must constantly process multiple pieces and sources of information at once, and at an exacting pace. Depth perception – the ability to discern the important from the immediate – is overwhelmed by sheer volume.

Here are some tips to help you stay sane and get your own message through:

Breaking Through the Clutter

1. Become known for only sending relevant, succinct emails. At all costs avoid becoming the “CC Queen” whose emails get deleted/unread.
2. The new email limit is five sentences; three is even better. Anything more and there’s no hope of retaining attention, never mind comprehension.
3. That said, don’t cut out the niceties. Treat email as real correspondence, with salutations, sign-offs and proper language. If you’re too abrupt, people will read disrespect into your message.
4. Use the phone more. The human element is actually more, not less efficient, and it avoids the misunderstandings of email.
5. Be clear. Your readers are busy. If you need something, highlight what it is and when you need it by. Don’t bury it and expect them to extract it themselves.
6. If you’ve been away from your email for a while, read your entire inbox before responding to anything. Too many people shoot off fast replies without seeing subsequent emails that would change their approach or make their email unnecessary (see #1 above).

Handling the Email Tsunami

1. Invest some time in an Outlook tutorial to learn what sorting capabilities you’re not yet using.

Check out ClearContext or Xobni to add some extras.

2. Block and protect time in your day solely to manage email. The minimum is once in the morning and once in the afternoon or evening. If you can, keep your email turned OFF on your computer screen except for those times. (Just try it for a week; it’s addictive.)
3. Refuse to reply to email instantly. Unless it’s truly urgent, don’t do it. There is no prize for being the most reachable, distractible person on the planet.

Tame the Paper Dragon

1. The days of simple “in” and “out” boxes are gone. You need to, at minimum, separate “action” items (including things BF’d), “information” items (no action required, but should be read), and “spare time” items (e.g. magazines).
2. Clear your action items daily, information items weekly, spare time items monthly. Clutter really does clutter your mind, so make a fierce effort to get rid of paper.
3. Google “paper management.” One of those articles or approaches will resonate; try it.

Tune Out
It’s a proven fact that time-outs improve productivity. If the clutter and “noise” of information overload is destroying your ability to focus, it’s time to stop. Get out for a walk if you can, or turn off your phones and computer and shut your door. Close your eyes and just breathe for a while. It will be harder than you think. When you’re ready, return to your tasks, focusing only on one at a time. Good luck!

(The CBA specializes in practical tools and re-sources for busy lawyers. Check out CBA PracticeLink at cba.org/cba/practicelink.)

This article was published in the April 2009 issue of BarTalk. © 2009 The Canadian Bar Association. All rights reserved.