Mary Wu, Virtual Assistant

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Everybody’s Talkin’ at Me

Stress. Woman stressedIn honor of Administrative Professional’s week, I’m going to do a 5-day series with simple tips.

One thing many people struggle with is an overflow of incoming information. We have email (and sometimes multiple email accounts), phone calls, texts, tweets, and Facebook notifications coming at us from all directions. Sometimes it’s hard to filter out the flow of information. What can you do to prevent feeling overwhelmed?

Here are a few tips:

1. Prioritize. Determine who may need to urgently contact you, and set up a way that you can receive their information. For me, if I’m married to you, have given birth to you, or adopted you (or if you’re caring for one of the above), I will answer your calls. This means that my husband and children have very specific ringtones and the school nurse line has a specific ringtone. Other calls can (and often do) go to voicemail.

2. Turn it OFF. I’m fairly certain the default for everything on my Android phone is to have really irritating notifications turned on. This might not be true but I was noticing that I would often get rings and beeps and vibrates for many reasons during the day. I went through my settings and turned off notifications on most items that I did not deem important.

3. Schedule. There are certain times of the day that I focus on certain platforms. For example, I check email at 9, noon, and 3. I’m not distracted by email at other times (unless I’m waiting for information from a client), and when I’m checking email, that’s the only thing I’m focused on.

4. Get rid of it. (Thanks to Heartbleed.) When the Heartbleed bug caused us to need to change all our passwords, I had some issues with bringing certain things up on my phone. I found this to be a fortunate circumstance, as I discovered that I could actually manage without instant access to certain email accounts. I find some things are really best handled on my desktop computer instead of my phone.

The other thing that we have to allow ourselves and others is some breathing space. If I haven’t heard from someone in 24-48 hours, then I can bug them again. We tend to have an expectation of immediate responses, but (provided none of us are ER doctors) most things can wait.

Related Articles:

Is Your Smartphone Making You Stupid? Kathy Colaiacovo. (

(If I were to go where the weather suits my clothes, I’d have to go someplace where I could wear Birkenstock sandals year round).

1 Comment

  1. […] As I mentioned in yesterday’s post, schedule when you read your mail. If you are reading at a time that you are able to give 100% of […]

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