The 2 Minute Rule
The two minute rule is an idea from American productivity guru David Allen (known for his Getting Things Done or GTD process), in which he states it is quicker to spend up to two minutes the first time you come across a new input (such as an email), then the time it takes to skip past it, stored, retrieve it, read it and make a decision on it some time later.
Taking the time to read and action an email the first time it is looked at is an enormous time saver. So many people well look at an email and then skip to another email and then find themselves going back to read the same email two, three, five, a dozen or more times before they actually take action on it.
Applying the two minute rule not only saves an enormous amount of time, but also gives a great sense of accomplishment and satisfaction at having dealt with each email rather than putting it off to be dealt with at another time. It also saves a surprising amount of headspace.
Every time we look at an email, it opens up some sort of a file in our subconscious mind and if we do this with lots of email it starts to use up lots of RAM (random access memory). A large part of our subconscious mind is now trying to keep track of issues we have become aware of via the email but do not have under control And this makes it harder to stay focused and concentrate or what is immediately in front of us.
This 2 minute rule is also a great way to keep up with all your reading. Many times when you receive an email that requires reading, you either move it to a reading folder or leave it in the inbox, hoping to get back to it ‘later’. But, of course, that ‘later’ never comes!
The trick is to stop right there and spend up to 2 minutes to read the email the first time you see it (you often need much less than this – 2 minutes is really quite a long time).
At least 80% of the time, that initial read will be all you need to be across the issue and you can happily delete the email.
About 15% of the time, you need another 3-5 minutes of reading so I suggest clicking a link to open a web browser or print the email and read the message details at the next opportunity during the day (at tea or coffee/lunch break, waiting to start a meeting, while travelling – ie: during the cracks of free time each day).
This technique will allow you to quickly process the vast volume of reading material that comes your way, handle it only once at the inbox level, and stay current with all that you need to be across in your role and in your areas of interest and influence.
Try this over the next few days and see for yourself how you’ll comfortably be able to keep up to date.
Finally, if you find you’re not getting back to the more lengthy reading items, the trick is to book time in your calendar (with a reminder). If keeping up with your reading is important for your role, treat it as a legitimate workplace activity (in the same way as you do a meeting or appointment) and book a time to accomplish it.
It’s one of the key things that separates the leaders in their field from the others!
