Email in the Smart Phone Era

Lately, I've settled into the following less-than-ideal morning routine: When my alarm rings at 7 am, I groggily flip over on my side to turn it off. My eyes inadvertently fall onto my iPhone in its neon pink case, and with the charger still connected, I grab my phone and start flipping through emails. After rolling out of bed and brushing my teeth, I check my phone again for new messages. I eat breakfast, get dressed, and check my email yet again right before I head out. Once I board the train to work, I continue to check my phone regularly until we enter the tunnel and lose signal.

It is mind-boggling how the concept of email has changed over these past few years. Before I had a smart phone, email used to be something that I checked just a few times a day at most. Each morning, I would turn on my computer, log in to my email account, and find a cluster of new messages in my inbox. Checking email was almost like opening the mailbox in front of your house - full of anticipation as you leaf through the stack of envelopes, hoping to see that one letter you've been waiting for - whether an acceptance letter from your dream college or greeting from your pen pal.

With smart phone technology, though, email is no longer something we need to sit down in front of our computers to check. Now, instead of us having to go out of our way to see our messages, email comes to us in the form of a buzz, click, or beep. The delay between sending and receiving has essentially been wiped away, as we can now read and respond to messages anytime and anywhere

Unfortunately, along with this incredible technology comes unreasonable expectations in communication. We are often expected to respond to messages immediately, and depending on the situation, waiting anywhere from a few hours to a day before replying may be considered rude, similar to ignoring someone when they speak to you. The problem becomes especially augmented if your employer provides you with a smart phone, as in my case. With a smart phone, you have no excuses for not seeing and responding to an email in time, even if it were sent after work hours. While this may speed up communication, it can also be extremely tiring as it starts to feel like we are "on call" 24/7, literally working around the clock.

Luckily, I have come across a few strategies to prevent your phone from taking over your life, while still meeting the high expectations of the smart phone era. The next time you find yourself reaching obsessively for your phone, consider the following:

-Keep a default signature on your phone email that says "Sent from [insert name of phone]", for example, "Sent from iPhone". That way, if you respond to any messages from your phone, others will know that you are on the go and and be more forgiving of any errors or typos. They may even decide to hold off on their questions or requests until you are back at your desk.

-Set limits on how often you check your email (and stick to them!). For instance, you can set a rule that during work hours, you will check your email every 20 minutes, and after work, every hour. The interval you choose depends on the nature of your work and the expectations of your team members.

-Remove sound and vibration email alerts from your phone.This will reduce the urge to check your phone every time a new message comes in and also prevent messages from waking you up at night!

-When reading email on your phone, always either respond right away or flag for follow-up. Do not read a message and leave it to deal with later, because chances are you will forget. Even if you cannot complete a request right away, reply to the sender acknowledging that you have received the request and are working on it.