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Tackling E-Mail, Part 2: Checking E-Mail

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I try to look at my e-mail only two or three times a day. I get so sidetracked, so distracted sometimes at work when I look at my e-mail that I've had to stop doing it as much.

I've also turned off my Outlook e-mail notifications to keep me from getting sidetracked and distracted. Here's how I do it in Outlook 2007:

  1. On the Tools menu, click Options.
  2. On the Preferences tab, click E-mail Options.
  3. Click Advanced Options.
  4. Uncheck the following four boxes: Play a sound, Briefly change the mouse cursor, Show an envelope icon in the notification area, and Display a New Mail Desktop Alert (default Inbox only) .
  5. Click the OK button three times to close all of the open dialog boxes.

Checking my e-mail only twice or thrice a day has not seemed to be a problem for my coworkers or customers (yet!). I hope that people who really need my attention right away will use alternate means to contact me such as calling me on the phone, instant messaging me, or stopping by my office.

I'm curious: how many times each day do you check your e-mail? Have you tried to reduce the frequency? What has been the effect on your productivity and your relationships with your coworkers and customers? Please let me know in the comments below this post.

-- Paul

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