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Sorting emails into folders wastes a lot of time; use one archive folder and search for emails when you need them instead

Sorting emails into different folders may seem like an efficient way to keep your inbox organized. However, research shows that creating complex folder structures does not necessarily lead to higher efficiency in retrieving emails. The process of manually sorting emails into specific folders takes a lot of time and effort (an average of 67 hours per year!), and these preparatory actions often turn out to be inefficient. Instead of spending time categorizing each email, this time can be better spent on other productive tasks.

An alternative approach is to use a single archive folder for all emails. This method utilizes the powerful search functions that are available in most email programs today. By simply searching for keywords, senders, or dates, users can quickly and effectively retrieve the necessary emails without the need for an extensive folder structure. This not only reduces the time spent organizing emails, but also increases the speed and efficiency of retrieving information.

Additionally, data supports the idea of opportunistic access, where people who rely on search and threading features have more success in finding emails than those who use complex folder structures. This suggests that using a single archive folder, combined with search functionality, is a more practical and efficient approach to email management. It not only simplifies the process, but also utilizes modern technology to increase productivity.

Decision fatigue only affects people who believe that willpower runs out quickly

Psychologist Carol Dweck has discovered that how we think about willpower affects how tired we feel after making decisions. People who believe their willpower is quickly depleted often feel exhausted after a difficult task. However, those who believe that willpower is not quickly depleted are less affected and may even perform better after a challenge.

This idea is related to Dweck’s theory of the “fixed mindset” and the “growth mindset.” People with a fixed mindset believe that their abilities and resources, such as willpower, are fixed and limited. This can cause them to become tired more quickly and give up more easily when faced with problems. People with a growth mindset believe they can grow and that their willpower can be replenished, allowing them to better handle difficult situations.

To believe that willpower is not limited, you can start by challenging this thought. This can be done by achieving small successes in situations where you would normally give up, and using these successes as evidence that your willpower is stronger than you thought. It is important to realize that the moment just before giving up is often the hardest, but pushing through can lead to a change in your way of thinking and a stronger belief in your own resilience.

Keep essential information in your mind so you can access it quickly without having to look it up

It is important to keep essential knowledge at hand so you can use it immediately when needed. This means training your brain to recognize and remember important information, allowing you to respond faster and better in different situations. This process helps you become less dependent on external tools because you already know a lot yourself.

An important part of this is actively engaging with information. This means not just reading or hearing information, but also working with it by discussing it, trying it out, and applying it in different situations. This helps you remember the information better. It is an ongoing process of learning and repetition, training your brain to recognize patterns and automatically come up with solutions. This way, you can act quickly without first having to search for information.

While digital tools can be handy, it is important to first make the most of your own brain. This means investing time and effort in truly understanding the information you encounter. By filling your brain with knowledge and actively using it, you build a strong foundation that allows you to respond quickly and effectively to new challenges and situations.

Zoom prioritises refresh rate over resolution for camera streams, so presentations shared over a virtual camera are not as crisp as screen sharing

Zoom chooses to prioritize speed over image quality when streaming camera footage. This means that if you use a virtual camera in a Zoom meeting, the images are often less sharp than when you share your screen. Zoom ensures that the video runs smoothly, meaning the images move faster but are less sharp. This is done so that the video does not stutter when someone is speaking.

When you share your screen, image quality is more important. This is because you often share static images or text that need to be clearly readable. Therefore, Zoom makes the images sharper, even if they move less smoothly. This difference means that virtual cameras, which Zoom sees as regular cameras, are always less sharp. As a result, presentations via a virtual camera may appear less sharp than via screen sharing.

There are ways to improve image quality if you still want to use a virtual camera. Zoom has screen sharing features that you can use to enhance quality. For example, you can use the share “Content from a a 2nd camera” option and adjust the settings by choosing “Optimize Screen Share for Video Clip”. This can help find a better balance between speed and image quality, depending on what you need and what your computer can handle. Until you have a more powerful computer, it may be wise to avoid virtual cameras and instead use Zoom’s screen sharing options.

Your own implementation is the correct way of doing GTD

David Allen, the creator of GTD, says there is no standard way to use his method. Although his books and workshops provide a lot of explanations, it is important for everyone to create their own system that suits their needs and preferences. The goal of GTD is to get tasks and responsibilities out of your head, so you have space for creative and productive thinking. This works best when the system you use fits you well and feels easy.

Adapting your GTD system means trying out what works for you. This may mean setting reminders for things that interest you or developing habits that help you feel better. The most important thing is that GTD is not about strictly following rules, but about creating a system that helps you clear your mind. Whether you use an app or a paper notebook, it’s about finding a way that helps you stay organized and focused.

People who do not experience stress often have a lower level of cognitive ability

It may sound surprising, but research shows that while people without stress are less likely to have chronic illnesses and often feel better, they also perform worse on tests that measure memory and cognitive flexibility. It seems that a little stress can help keep our brains sharp. Stress acts as a kind of training for the brain, allowing us to use our cognitive skills better and more efficiently.

This does not mean that we should always be stressed to think well. It’s about finding the right balance. A little stress can help us be more productive and think better, but too much stress can lead to negative feelings and be bad for our health. People with stress also give and receive emotional support more often, which can lead to a richer social life. Therefore, it is important to find a level of stress that keeps us alert without harming our health.

Our (productivity) issues are not new. Read the great masters and find answers to current issues

Our productivity problems, such as information overload from emails and chat messages, may seem like a modern issue, but they are not new. As early as 1916, similar problems were discussed, showing that this has been an ongoing issue. Often, this is due to poor management of information and communication. Great thinkers have long ago devised solutions for these issues. By looking at their ideas, we can learn how to better handle our current problems.

Thinkers from the past, such as Aristotle and Seneca, and later figures like Peter Drucker, have written extensively about working efficiently, managing time well, and how we easily get distracted. They often emphasize the importance of focusing, setting priorities, and managing time effectively. These ideas are still useful and can help us better handle the constant stream of notifications and information. By following their advice, we can become more productive and find a better balance between work and leisure.

It is important to learn from the past and apply the wisdom of these thinkers to our modern work. This means not only studying their strategies but also adapting them to how we work today. By listening to these experts and learning from their insights, we can find ways to work more effectively and with greater satisfaction, despite the challenges of today’s technology.

Try to get four hours of concentrated work into a workday, and never more than six

Our brain can only work well for a limited time. Research shows that people can usually only think well for a few hours a day. Most people cannot do difficult thinking work for more than 4 hours a day without making mistakes. By working shorter but more concentrated, we can get more done without becoming too tired.

We often think we need to work 8 hours a day. But this is not always feasible for work that requires a lot of thinking. While it is possible to work many hours on simple tasks, “real” work is mentally demanding. People sometimes feel guilty if they don’t work 8 hours. But this may not fit how our brain works. It’s better to look at what you accomplish rather than how many hours you work. By working well for 4 hours, and maybe 6 hours on good days, you can achieve a lot and stay healthy.

It helps to start working early and take smart breaks. Start the day off right and keep breaks short. Pay close attention to yourself: if you notice you’re working less effectively, it’s time for a break. By consciously choosing shorter working hours, you can get more done and feel better.

The words you use influence how you see the world

Language is not just a way to communicate, but also a way to shape our thinking. For example, if you tell yourself “I can’t eat X,” it feels like a restriction. But if you say “I don’t eat X,” it feels like a conscious choice. Research shows that people who say “I don’t eat…” are more likely to make healthy choices than those who say “I can’t eat this.” This small difference in words can greatly affect how we see ourselves and how motivated we are.

How we talk to ourselves is important for how we tackle problems and achieve goals. Research shows that people who ask themselves questions like “Will I do this?” perform better than those who say “I will do this.” Asking questions helps us think about what we are doing and why, and it makes us more motivated. By using questions in our self-talk, we can better handle challenges and make choices that suit us.

The language we use, both in our heads and with others, determines how we experience the world. By consciously choosing words that give us power and freedom of choice, we can positively influence ourselves and our behavior. It is important to pay attention to our choice of words and how we talk to ourselves, as this directly affects our well-being and how well we perform.

Spend a little attention on planning and organizing your tasks, but not more than necessary; then, get to work

It is good to spend some time planning your day, tidying up your inbox, and setting goals. This helps you clearly see what you need to do and how to approach it. But be careful not to lose too much time on these preparations. Overplanning can lead to procrastination and spending more time thinking than doing.

Finding the right balance between planning and doing is important for your productivity. It can be tempting to plan everything in detail, but often it’s better to quickly make a list of your most important tasks and start right away. You usually already know what is important to you; it’s about writing down these priorities and then taking action. By getting started immediately, you prevent getting stuck in endless preparations and can use your energy to achieve real results.