Balancing Email Communication And Focus Time

Email can be a productivity killer for lawyers. Being hyper-responsive to email leads to context switching and getting caught in an endless loop of reading and responding to email. By the time you get through a batch of emails, you'll already have responses pouring back into your inbox. It can be a vicious cycle where you can't get any substantive work done. On the other hand, we all know how important it is to be responsive as a lawyer. You can't simply ignore your inbox for long periods of time. That's a great way to annoy clients and your internal team. So what can lawyers do about this paradox? For law firm associates, in particular, it's important to have a strategy for email management. Step one: Develop a reputation for reliability and high-quality work If you're known as someone who is organized, reliable, and consistently delivers solid work, you'll have more leeway to respond to email on your terms. Step two: Have a system for checking your inbox Instead of getting distracted by every incoming email, go into your inbox at scheduled times (say, every 60 or 90 minutes) throughout the day. This will allow you to get substantive work done (thinking and writing) while still staying on top of your email. Step three: Develop good judgment for email responsiveness Some emails should get an immediate response: - To keep a deal moving that's scheduled to close soon - A prospective client pings you about a new opportunity - A simple one sentence reply can close an open loop But others can wait. Not every email is urgent. For these types of emails, the best approach is often to acknowledge receipt and let the other person know when they can expect a substantive response. In many instances, all people want to know is that the issue is off their plate and onto yours. Email, billable hours, meetings—they're undesirable but essential parts of the job. Being organized and having systems in place can help you avoid getting so bogged down that you can't get to any substantive work done until after 6 pm.

We’ve all been there… The constant ping of emails, Slack messages, and notifications pulling you in a million directions.  Instant replies might look productive, but they’re quietly sabotaging your focus and boundaries.  Here’s why setting communication boundaries is key to both your sanity and long term success: 1️⃣Shifts You from Reactive to Intentional: When you pause before responding, you give yourself the time to prioritize your work first, instead of being stuck in reaction mode. 2️⃣Protects Your Focus: Constant interruptions pull you out of deep work. When you set clear “response times,” you create space to get meaningful work done.  3️⃣Teaches Others to Respect Your Time: When you respond on your terms, you teach colleagues that you’re not available 24/7. Your boundaries build trust and respect. 4️⃣Improves Communication Quality: Slowing down gives you time to craft thoughtful, clear responses. You’ll make better decisions and avoid the “oops, I missed that” moments.  📌 Try This: Block two or three times a day to check messages. Let your team know what to expect and notice how much calmer and more in control you feel. Remember, boundaries aren’t selfish, they’re necessary. You’re valuing your time and energy so you can show up as your best self at work.  👉 Want more tools to help you reduce overwhelm, and thrive at work? Follow for more actionable career strategies!

I know this is controversial I quit inbox zero I used to be a zero inbox person. Every email answered, every notification cleared. 𝗜𝘁 𝗳𝗲𝗹𝘁 𝗽𝗿𝗼𝗱𝘂𝗰𝘁𝗶𝘃𝗲. But here’s the truth: managing an inbox isn’t the same as making an impact. Inbox zero doesn’t guarantee impact. It’s not about emptying your inbox; 𝗶𝘁’𝘀 𝗮𝗯𝗼𝘂𝘁 𝗽𝗿𝗶𝗼𝗿𝗶𝘁𝗶𝘇𝗶𝗻𝗴 𝘁𝗵𝗲 𝗿𝗶𝗴𝗵𝘁 𝘁𝗵𝗶𝗻𝗴𝘀. Over time, I realized my focus was going to the wrong place. Clearing emails became a substitute for prioritizing the work that truly mattered—high-impact work that drives results, supports my team, and aligns with long-term goals. Now? 𝗜’𝘃𝗲 𝗹𝗲𝘁 𝗴𝗼 𝗼𝗳 𝗜𝗻𝗯𝗼𝘅 𝗭𝗲𝗿𝗼. Here are 7 𝗯𝗿𝘂𝘁𝗮𝗹 𝘁𝗿𝘂𝘁𝗵𝘀 𝗮𝗯𝗼𝘂𝘁 𝗶𝗻𝗯𝗼𝘅 𝘇𝗲𝗿𝗼 and how to communicate effectively: 1 - 𝗡𝗼𝘁 𝗘𝘃𝗲𝗿𝘆 𝗘𝗺𝗮𝗶𝗹 𝗡𝗲𝗲𝗱𝘀 𝗮 𝗥𝗲𝘀𝗽𝗼𝗻𝘀𝗲 Your time is valuable. Learn to differentiate between urgent, important, and irrelevant. ↳ Action: Create rules to auto-sort low-priority emails and archive irrelevant ones. 2 - 𝗦𝗽𝗲𝗲𝗱 ≠ 𝗣𝗿𝗼𝗱𝘂𝗰𝘁𝗶𝘃𝗶𝘁𝘆 Replying instantly can derail focus. High-impact work rarely happens in your inbox. ↳ Action: Batch process emails at set times during the day to stay in control. 3 - 𝗧𝗵𝗲 𝗔𝘀𝗸 𝗜𝘀𝗻’𝘁 𝗔𝗹𝘄𝗮𝘆𝘀 𝗖𝗹𝗲𝗮𝗿 Vague emails waste time. ↳ Action: Clarify requests before jumping in: “What’s the specific outcome you’re looking for?” 4 - 𝗜𝘁’𝘀 𝗢𝗞 𝘁𝗼 𝗣𝘂𝘀𝗵 𝗕𝗮𝗰𝗸 Saying “yes” to every email request spreads you too thin. ↳ Action: Respond with alternatives like, "I can’t help, but I can connect you with someone who can.” 5 - 𝗖𝗼𝗻𝘁𝗲𝘅𝘁 𝗜𝘀 𝗞𝗲𝘆 Lack of clarity creates confusion and back-and-forth emails. ↳ Action: Proactively share updates, ask pointed questions, and set expectations. 6 - 𝗬𝗼𝘂𝗿 𝗜𝗻𝗯𝗼𝘅 𝗥𝗲𝗳𝗹𝗲𝗰𝘁𝘀 𝗢𝘁𝗵𝗲𝗿𝘀’ 𝗣𝗿𝗶𝗼𝗿𝗶𝘁𝗶𝗲𝘀 Emails are to-do lists written by someone else. ↳ Action: Review incoming requests and ensure they align with your goals before taking action. 7 - 𝗜𝗻𝗯𝗼𝘅 𝗭𝗲𝗿𝗼 𝗜𝘀𝗻’𝘁 𝘁𝗵𝗲 𝗚𝗼𝗮𝗹—𝗜𝗺𝗽𝗮𝗰𝘁 𝗜𝘀 An empty inbox won’t matter if you’re not driving results where it counts. ↳ Action: Prioritize deep work over reactive responses. Focus on outcomes, not outputs. Remember: Communication isn’t about checking off emails—it’s about advancing the work that matters most. 𝗤𝘂𝗲𝘀𝘁𝗶𝗼𝗻: What’s your strategy for managing incoming requests effectively? Share your strategies in the comments ⤵ ---- ♻️ Repost and share these leadership tips ➕ Follow me, Ashley VanderWel, for more 📲 Book an anonymous coaching session

7 Ways To Set Boundaries At Work (Maintain Balance Without Hurting Your Growth): 1. Define, Share, & Stick To Working Hours Setting clear boundaries around the time that you’re “on” at work is a two-for-one deal: - It makes it easier for you to put work away at the end of the day - It makes it easier for your colleagues to know when you’re “on” What To Do: In upcoming 1:1s, mention that you had some changes outside of work and will be signing off at X time, but will be available any time before that. Then stick to it! 2. Don’t Reply To Messages Immediately When you reply to everything as soon as you get it, people begin to expect that from you. Building in a buffer sets new expectations that you’re not going to drop everything to make someone else’s To Do item your problem. What To Do: Set a rule for yourself where you won’t reply to non-critical emails or Slack for at least [Time]. You can start small (say, 5 minutes) then begin to work your way up. 3. Use The “Substitution Method” For New Asks Saying yes to new initiatives can mean stretching yourself too thin. If you feel like too much is on your plate, try the “Substitution Method.” What To Do: When given a new ask: - Thank them for looping you in - Outline all the projects you’re working on - Ask which should be deprioritized for this When you make people realize that saying yes to this means deprioritizing something else, they’ll think twice. 4. Block “Focus Time” On Your Calendar The average employee is interrupted 56 times per day. That only leaves 8.5 minutes between interrupts. What To Do: Put a placeholder on your calendar where you’re marked as busy. During that time, stop notifications on Slack, email, etc. Then focus on the biggest task you have. Start small with 15 minutes, then add 15 minutes every week or two until you’re up to 2-3 hours. 5. Take An Actual Lunch Break Too many of us “eat” lunch while we continue to hunch over our screens and work. Your body, eyes, and brain need breaks to perform at optimal levels. Use lunch as one of these. What To Do: Block time on your calendar to eat lunch. When the time comes, close your computer and go to a different room to eat. Bonus points if you eat without your phone and go for a quick walk after. 6. Respect Colleagues’ Boundaries Society is built on reciprocity. Make sure you’re aware of, and respecting other peoples’ boundaries. They’ll notice this and they’ll be more likely to respect yours in return. What To Do: Be proactive in learning about your colleagues’ ideal setup. Ask them when their working hours are, ask when the best times for meetings are, etc. 7. Start With One & Start Small It’s tempting to try to implement all of these all at once. Don’t do that. What To Do: Pick one that resonates with you. Think about the smallest step you can take for it (e.g. time blocking for 15 minutes, not replying to messages for 5 minutes) and start there.

Pseudo-work, like clicking in and out of your email or “checking in” with a coworker, is a seductive distraction. You feel like you’re working, but really, you’re avoiding the work that you set out to do. You can overcome these triggers for distraction by timeboxing. Set timeboxes on your calendar for focused work AND responding to messages and emails. This structure reduces the urge to engage in email-checking pseudo-work by making it a timeboxed part of your work day, just like any other task. You might feel some friction at first, but I promise you’ll realize those pings can wait.

If you tallied how many times a day you check your email, would you be okay or shocked? Do you immediately check your email when you wake up and right before bed? Do you check it at red lights on your way to work? How about during a virtual meeting? Guilty! Studies show that constantly checking email affects your cognition, depletes your mental energy, and decreases your productivity. Yet, some of us check our emails constantly! Instead, the recommendation is to pick several times a day when you process email - not just check it. For example, pick a time in the morning, then again around lunchtime, and before you leave work to check and process important emails. Resist the urge to check every 15 minutes! If you're constantly checking email, I challenge you to start setting boundaries. - No email in bed - No email first thing in the morning until you've ______ (for me, it's read) - No email in the car To help me "step away from my email", I write myself a reminder in my planner (picture below). Remember, email isn't your job. Leading your team, managing operations, and serving your patients IS. Email is just a communication tool.  #leadershipdevelopment #nurselife #healthcareleaders