Why technology is taking over our lives…and how to make sure it doesn’t

This opening could well lead into a full blown research paper touching on areas from our social lives…and relationships…to work and business.

For now, I’ll leave the first two categories for another day. I’d love to say for a rainy day…but I’m in Vancouver now and it rains almost everyday.

Okay, onwards.

Some call me a technology freak. I love tech, always have. I don’t consider myself a tech freak…I don’t run out and wait in line for hours huddling beside buddies in the cold with hot coffees.

But I do make it a point to know what new technologies will improve my business and the business of my clients.

It helps. Knowing how to find and use the right software or hardware can save time, money and frustration, not to mention increase profits…

…so this is all good right? Wrong. Many of us have fallen into the technology trap.

You know what I’m talking about. The guys and gals running around with their bluetooths and crackberries…so busy talking to the sky that many have forgotten how to sit down and have a face to face talk.

They don’t pick up the phone when they need to get in contact with someone and get something done…instead they send off an email.

That strikes me as odd…because it always takes longer to receive feedback or a decision by email.

Think about it.

Doesn’t it take 3-5 emails to set a meeting by the time you go back and forth with saying hello and that you’d like to meet? Then they give times, you give times. Then locations and more emails to say thanks and see you there. Couldn’t all that be done with just a quick phone call?

What’s worse is that email has no face. You never really know what someone is thinking or feeling with email. And that’s why misunderstandings are so common.

Now here’s another problem. Checking emails. I’ve met several executives that say they are so busy reading and replying to emails that they can hardly get out of the office…and when they do, their blackberry in hand chirps like a bird in the morning of a glorious sunny day.

We’re stuck. There is a notion out there that just because email takes only a second to arrive…the reply should be instant as well. Okay, maybe not instant…but don’t most people start wondering what is going on if they don’t get a reply within a few hours?

So what should you do about all this? The approach I’ve used and recommended to friends and clients that seems to work best is this:

• Plan each day in advance.
• Schedule certain times each day to check your email. Just like you schedule times for lunch or for a meeting.
• Another tip I’ve received is to only open email that you plan on replying to at that moment. Possible? The best way I’ve found to do this is to open an email, if I can reply right away I do. If not and if I can’t reply by phone, then I’ll mark that email as unread - so that when I open my email program the next time, I will remember to re-read and reply to that email.

You’re likely thinking that your clients expect answers from you all the time…and right away. But unless you are in a customer service position, I’d recommend making it clear to your clients that you will always respond to emails as quickly as possible…but that you can’t always do so right away because if you did, you’d be busy all day and wouldn’t be able to work with them and find ways to better service and provide for them.

They will understand that and respect it. Try this approach for 1 week and see the difference.

You can expect to get much more accomplished each day and your quality of work will improve because your focus will improve.

You know what it’s like…you’re in the middle of writing and a new email arrives. It distracts you and you forget the perfect words you were in the middle of typing.

So go on. Once you start this approach, you’ll never go back.

To your success,

Michael