by Ilizna | Everything, Productivity
Are you always writing effective emails? Can you truly say you’re writing emails with impact?
I’ve always believed that clarity and simplicity are key to effective communication – especially when it comes to email. Over the years, as I moved from being a teacher, lawyer and then managing a team, I learned that email is more than just about getting information across. It’s about impact. It’s about being understood and being efficient.
In this post, I’ll share the email guidelines that I’ll soon be teaching my own team to ensure we’re all writing emails that make an impact. These aren’t just tips I’m pulling from somewhere random. This is what I’ve learned through my journey and what works best in the real world… tried and tested on CEOs.
1. The Golden Rule for Writing Effective Emails: Simplify!
If there’s one thing you take away from this post, let it be this: Simplify your emails. Email is not the place for long-winded sentences or rambling thoughts. Keep it short, sweet, and to the point.
Email threads can quicky get out of hand. Too many emails back and forth. Too many details bundled into a single message. What did I learn from this? If an email is long enough to require multiple follow-ups or clarification, you’re doing it wrong.
Pro Tip: Aim to keep your emails to a maximum of 3-4 sentences per paragraph. And if the email gets too long, consider a call instead.
First impressions matter. That’s true for emails, too. Your subject line is the first thing the recipient sees, and if it’s not clear or compelling, it might get skipped over.
- Be Direct: The subject line should immediately tell the recipient what the email is about. “Meeting Rescheduled to 3 PM” or “Action Required: SOP Review” are perfect examples.
- Make it Actionable: If the email requires something, use actionable language. For example, “Please Confirm Attendance by End of Day” or “Action Needed: Review Attached Proposal.”
No one wants to open an email that feels like it’s wasting their time. So, tell them upfront why it’s worth their attention.
3. The Power of Structure: Break Up Your Email
One of the most important lessons I’ve learned when it comes to writing emails is to space it out. People don’t have the time or patience to read a wall of text. It’s overwhelming and frankly, ineffective.
Here’s how I make sure emails are easy to read and digest:
- Use bullet points: When you have a list, break it down into bullet points. It’s quicker to read and easier to follow.
- Short paragraphs: No one likes to scroll through giant paragraphs. Instead, break up your thoughts into bite-sized sections.
- Headings and Subheadings: If you’re covering multiple topics in one email, use headings to separate them. This makes it easier for your reader to find the information they’re looking for.
Structure is key! An email should flow logically, from one point to the next.
Top tip: Read the Harvard Business Review: How to Write Email with Military Precision. It’s a great resource on structuring emails efficiently.
4. Politeness Goes a Long Way
Politeness is always in style, especially when communicating via email. While email can feel a bit transactional, it’s important to maintain a respectful tone. Don’t assume that because you’re working remotely, you can skip out on basic courtesies.
- Start with a greeting: Even if you’re in a rush, a quick “Hi [Name],” sets a friendly tone.
- Be mindful of your tone: Avoid sounding too harsh or demanding. Instead of saying “Send this by 5 PM,” say “It would be great if I can have it by 5 PM. Would that be possible?”
- End on a positive note: Wrap up your email by thanking the person in advance or expressing appreciation for their time.
Remember, email is not a place to be overly casual. Always treat it with professionalism.
5. Phone Calls Over Email Threads
If an email thread is longer than four messages, it’s time to pick up the phone.
Emails are great for sharing information or confirming details, but when things get too complex, the back-and-forth just wastes time. If you find yourself responding to the same person multiple times on the same issue, pick up the phone instead.
Not only does this clear up confusion quickly, but it also helps build better relationships. Emails are a fantastic tool, but they can’t replace the clarity and personal touch that a phone call provides.
Just for fun: Read Forbes: Why You Should Pick Up the Phone Instead of Sending an Email. It explains why some conversations should happen over the phone.
6. Clarify Next Steps or Actions
Emails should not leave the recipient wondering, “What do I do with this?” If your email requires action, make the next steps crystal clear.
- If you need them to reply, say so.
- If you need them to review a document, include a link or attachment and specify what exactly needs to be reviewed.
- If you’re assigning a task, include a deadline.
Make it easy for your reader to know exactly what’s expected from them, and don’t leave any ambiguity. Side note: If you are writing the email to many people and only one person’s action is required, state it clearly.
7. Be Mindful of Length
In the professional world, brevity is appreciated.
Keep your emails as concise as possible. Get straight to the point, provide all necessary details, and finish up with your next steps.
If you find yourself writing a multi-paragraph email, pause for a moment and think: “Can I say this more simply?” or “Does this require multiple emails instead of just one?” Even easier, just ask ChatGPT how the sentence can be simplified.
8. Edit, Edit, Edit
Once you’ve written your email, don’t hit send just yet!
Take a few seconds to read through your email. Is it clear? Are there any unnecessary words? Are there any spelling or grammar mistakes? These little mistakes can make a big difference in how your email is received.
Top Tip: Try Grammarly! It’s great for checking tone, grammar, and clarity before sending an email.
Finally, as someone who manages a team, I can’t stress enough how much of an impact writing effective emails can have on your team’s productivity and communication.
The best emails are simple, clear, and actionable. The goal is to make sure everyone understands the message and knows what to do next. It’s not about being fancy – it’s about being getting things done.
Key takeaways:
- Keep emails clear and concise.
- Use bullet points and headings to organize information.
- Avoid long email threads; opt for a phone call when necessary.
- Be polite and professional.
- Ensure that next steps are clear and actionable.
Write effective emails with impact by simplifying it.
by Ilizna | Everything, Productivity
Ever feel like you’re running on a hamster wheel – busy, busy, busy, but not really getting anywhere? Time to hop off that wheel and start managing your time like a pro. But before we dive into the time management tips, let’s get one thing straight: productivity without purpose is just glorified busyness. You need a clear vision and goals before you can effectively prioritize. Otherwise, you’re just moving fast in circles.
Now, let’s talk about how to actually make the most of your time!
1. Eat the Frog 🐸
Key Idea: Tackle your hardest, most important task first thing in the morning.
This concept, from Brian Tracy’s Eat That Frog!, suggests handling the worst (or biggest) task early so everything else feels easier. Plus, you’ll start the day with a big win!
How to Apply It: Block out the first 90 minutes of your workday for your “FROG.” I put it in my online calendar. This lets my team members know they shouldn’t distract me during that time. No emails, no coffee breaks—just focused work.
2. Time Blocking ⏳
Key Idea: Assign specific time slots to different tasks to avoid distractions and boost focus.
Popularized by Cal Newport in Deep Work, time blocking helps you stay disciplined and reduces decision fatigue. Not sure if it’ll work for you? We’ll here’s some help: Elon Musk uses this technique.
How to Apply It: Schedule your work in blocks: 1-2 PM = deep work, 3-4 PM = emails, etc. Treat it like a non-negotiable appointment.
3. Bundling Tasks by Type 📂
Key Idea: Group similar tasks together to save mental energy.
Constantly switching between different tasks drains your brain. Instead, batch similar activities together (e.g., reply to all emails at once, schedule all calls in a set time).
How to Apply It: Make “theme blocks” in your day—one for emails, one for creative work, one for calls, etc.
4. Say No 🙅♀️
Key Idea: Protect your time like a treasure chest.
Warren Buffett says the difference between successful and very successful people is that the latter say no to almost everything.
How to Apply It: Before saying yes to a new request, ask: “Does this align with my priorities?” If not, politely decline. Not sure how? Try: “I’d love to help, but I’m currently focused on other priorities.”
💡 Bonus: If saying no makes you super uncomfortable, try “No, but how about…” to offer an alternative.
5. ABCDE Method 📝
Key Idea: Prioritize tasks into five categories:
- A = Must do
- B = Should do
- C = Nice to do
- D = Delegate
- E = Eliminate
How to Apply It: List your tasks and label them A-E. Start with A tasks, delegate D tasks, and eliminate E tasks. (I use this method only when I’m drowning in to-dos.)
6. Pomodoro Technique 🍅
Key Idea: Work in focused bursts with short breaks in between.
Developed by Francesco Cirillo, this method keeps your brain fresh and prevents burnout.
How to Apply It: Set a timer for 25 minutes, work on one task, then take a 5-minute break. Repeat four times, then take a longer break. Think of it as HIIT training for your brain.
7. Plan Tomorrow Today 🗓️
Key Idea: End your workday by prepping for the next day.
This helps you wake up with a clear roadmap instead of scrambling.
How to Apply It: Spend the last 10 minutes of your workday jotting down your top priorities for tomorrow. Future-you (and your boss) will thank you.
8. The 2-Minute Rule ⚡
Key Idea: If it takes less than 2 minutes, do it now.
This Getting Things Done rule by David Allen prevents small tasks from piling up.
How to Apply It: As you go through your day, ask, “Can I do this in under 2 minutes?” If yes, do it immediately. If not, schedule it.
9. Eisenhower Matrix 🏛️
Key Idea: Prioritize tasks based on urgency and importance.
Divide tasks into four quadrants:
- Urgent & Important (do now)
- Important but Not Urgent (schedule)
- Urgent but Not Important (delegate)
- Neither Urgent Nor Important (delete)
How to Apply It: Sketch a quick grid, categorize your tasks, and focus on important but not urgent tasks to avoid last-minute chaos. (I use this as an alternative to the ABCDE method when I feel overwhelmed.)
10. Use (Time Management) Technology Wisely 📱
Key Idea: Let tech work for you, not against you.
Task managers, automation tools, and calendars can streamline your work, but social media and notifications can steal your time.
How to Apply It: Find the best productivity tools for you, use them consistently, and ditch anything that adds clutter instead of clarity.
11. The 90-15-90 Rule 🔄
Key Idea: Work in 90-minute focus sprints with 15-minute breaks.
Unlike the Pomodoro method, this approach lets you work deeply without constant interruptions.
How to Apply It: Set a timer for 90 minutes, go all in, then take a 15-minute break, work for another 90 minutes. (This is a tricky one, but when implemented correctly, it feels like eating two frogs.)
Final Thoughts
Time management isn’t about squeezing more into your day—it’s about making better use of your time. Find the methods that work for you, implement them, and watch your productivity (and sanity) soar.
Now go out there and take control of your time like a boss.
by Ilizna | Everything, Productivity
You’re juggling deadlines, birthday party planning, meal prep, and maybe even the occasional meltdown – yours or the kids’. To keep all the balls in the air, you need productivity tools that don’t just look good but actually deliver. Below is a curated list of the 19 best productivity tools every working mom should know about, from time-saving apps to gadgets to significantly enhance productivity.
Quick List of Productivity Tools for Working Moms
- Notion – for productivity and time management
- Canva – for quick and easy designs
- Google Calendar or Outlook Calendar – for scheduling
- Evernote or Samsung Notes – for note-taking
- Checkers Sixty60 App – for online grocery shopping
- Snipping Tool – for quick screenshots
- Instapaper – for saving articles to read later
- Audible and Everand – for audiobooks
- Fiverr – for outsourcing tasks
- Todoist – for task management
- Skillshare – for learning new skills
- Google Drive – for document sharing
- MyFitnessPal – for tracking meals and workouts
- Zoom or Microsoft Teams – for online meetings
- Grammarly – for perfecting your writing
- Headphones or Earphones – for creating a focused environment
- Good Old Notebook – for traditional note-taking
- A Planner (Book) – for old-school planning
- Ovia – for pregnancy tracking
Why These Productivity Tools Work
Notion is your go-to for organizing everything – and I mean everything. From meal plans to work projects, you can create customizable boards, lists, and calendars. Plus, it syncs across all your devices, so you’re always up to date.
Design isn’t just for creatives. Canva makes creating polished visuals for work presentations, school projects, or even party invitations ridiculously easy. It’s user-friendly, and with pre-designed templates, you can whip up a masterpiece in minutes.
When your life’s a mix of boardroom meetings and soccer practices, you need a solid calendar app. These tools let you color-code events, set reminders, and share schedules with your partner or nanny to keep everyone on the same page.
For those moments when inspiration (or a to-do item) strikes, note-taking apps like Evernote or Samsung Notes ensure you never forget. Bonus points for letting you attach photos, audio clips, or links.
5. Grocery Shopping and Delivery Apps
If grocery shopping feels like another full-time job, grocery shopping and delivery apps are lifesavers for busy moms. (In South Africa I prefer the Checkers Sixty60 app.) Order your groceries online, to be delivered at your door. You’ll save time and avoid toddler tantrums in aisle three.
6. Snipping Tool
Need to quickly capture part of your screen? The Snipping Tool (pre-installed on most laptops) is a simple but mighty time-saver, especially for sharing info or creating quick tutorials.
Moms don’t have time to read long articles during the day. Instapaper lets you save articles to read offline later—perfect for those rare moments of quiet.
Turn car rides or workouts into productive sessions with audiobooks. Audible and Everand even let you speed up narration, so you can devour books while managing your day.
Need a logo, a quick translation, or some social media help? Fiverr connects you with freelancers worldwide who can take these tasks off your plate.
Todoist is a simple, intuitive app for tracking tasks and ticking off to-dos. With priority levels and recurring tasks, it keeps you on top of everything.
Upskilling doesn’t need to be expensive or time-consuming. Skillshare offers bite-sized video lessons on topics like photography, marketing, and productivity.
12. Google Drive
Sharing documents, storing files, or collaborating on a project? Google Drive is a reliable and easy-to-use option that ensures you’ll never lose track of an important file again.
Health is wealth, but who has the time to track everything? MyFitnessPal simplifies calorie counting and exercise tracking, helping you stay fit without overthinking it.
14. Zoom or Microsoft Teams
Whether it’s a quick work meeting or a parent-teacher conference, these apps keep you connected. Bonus: You can always claim “technical issues” if the meeting runs long.
Emails, reports, and even text messages can benefit from Grammarly. It’s like having your own proofreader to catch typos and awkward phrases.
16. Headphones or Earphones
When you need to focus amid chaos, a good pair of headphones can be your best friend. Use noise-canceling ones to block out distractions and power through your work.
17. Good Old Notebook
Sometimes, nothing beats pen and paper. A notebook is perfect for jotting down quick ideas or mapping out your goals without the temptation of notifications.
18. A Planner (Book)
Digital tools are great, but there’s something satisfying about writing on a physical planner. Choose one with plenty of space for notes and weekly overviews. Choose one from your favorite stationery store – or buy one on Etsy.
For moms-to-be, Ovia offers tracking for pregnancy milestones, health tips, and even baby name suggestions. It’s like having a virtual midwife in your pocket.
Practical Tips for Maximizing These Tools
- Start Small: You don’t need to use all 25 tools at once. Begin with 2-3 that address your biggest pain points.
- Automate When Possible: Use tools like Google Calendar or Todoist for reminders and recurring tasks to free up mental space.
- Set Boundaries: Block off time for focused work and let the kids know it’s mom’s “do not disturb” time.
- Mix Digital with Physical: Use a digital calendar for scheduling and a physical planner for long-term goal-setting.
- Batch Tasks: Dedicate specific times for similar tasks – like meal planning with MyFitnessPal and grocery shopping with a grocery shopping app.
Final Thoughts
Productivity isn’t about doing more; it’s about doing what matters most efficiently. These 19 productivity tools aren’t just “shiny object syndrome” contenders. They’re practical, mom-tested solutions to help you thrive in work and life. So, pick a couple and watch your chaos turn into calm – or at least organized chaos.
by Ilizna | Everything, Productivity
Time. The one thing we all want more of but can never seem to hold onto. As a busy career woman, and efficiency enthusiast, I’ve mastered a few time-saving tips outside the office. These tips aren’t groundbreaking, but they work – and that’s what matters. So, let’s dive into the little ways I’ve reclaimed my time (and my sanity).
1. Less Clothes
Gone are the days of staring at my closet like it’s a Sudoku puzzle. I’ve adopted a capsule-like wardrobe with mostly neutral basics that mix and match effortlessly. Think black tops, jeans and a few simple dresses. The result? I can get dressed in under two minutes flat and still look put-together enough for work and mom duties.
2. Minimalist Makeup
My makeup bag could probably fit in my pocket, and that’s the way I like it. My everyday makeup is simple and easy. Max 7 minutes. No drama. No 12-step makeup regimens that make me late for life.
3. Habit Bundling
In the productivity world, multitasking has become something of a bad word. “Focus on one thing at a time” is the new golden rule. I get it – but I also think multitasking, or habit bundling, still has its place when done thoughtfully. Here’s how I make it work for me:
- Lunch Prep Meets Learning: While I’m assembling my kids’ lunchboxes, I’ve got a podcast or audiobook playing in my earphones. For years, I’ve been obsessed with How I Built This (podcast) by Guy Raz. It’s inspiring to hear how entrepreneurs have built their dreams from the ground up – all while I’m slicing apples and grapes.
- Walking With a Purpose: My daily walks aren’t just for exercise. They’re also favourite audiobook time.
4. Grocery Shopping on Autopilot
I do most of my shopping online. With an app. And delivery. I’ve also got a running list of household essentials that must be in stock (think bread, milk, coffee and yoghurt). Whenever I’m running low, I add them to the cart in seconds. No wandering aisles or impulse buys here.
5. Batch Everything You Can
Doing similar tasks together saves me time and keeps my brain from shifting gears unnecessarily.
6. Ask for Help (And Expect It)
Gone are the days when women were expected to do it all – run the household, crush it at work, and look flawless while doing it. I’ve learned to ask for help when it’s not offered. I can’t and won’t do it all – and that’s okay. By handing over some responsibilities, I’m not only saving time but also setting a powerful example for my kids about teamwork and partnership.
That said, I understand that everyone’s situation looks different. Not everyone has a partner who can or will assist when help is asked, and some may not have a partner at all. In those cases, asking for help might mean leaning on extended family, trusted friends, or even outsourcing certain tasks when possible. There’s no one-size-fits-all solution. The key is recognizing that you don’t have to do everything alone and finding the support system that works for you.
What About You?
These tine-saving tips might seem random, but they add up to hours saved each week. What are some of your go-to time-saving tips?
by Ilizna | Productivity
Ever feel like your to-do list has a life of its own? Managing it can sometimes feel more exhausting than the tasks themselves. If you’ve been scouring the internet for the perfect productivity hack, I’ve got you covered. I’ve tried some of the most popular ones: time blocking, eating the frog, the ABCDE method, and the Pomodoro technique.
Spoiler: Not all of them are my cup of tea, but every method has its strengths. The key is to find what resonates with your style and needs. Here’s a breakdown of these strategies to help you figure out your perfect fit.
1. Time Blocking: Structuring Your Day for Success
Time blocking is a planning method where you divide your day into dedicated time slots for specific tasks. Rather than working from a simple to-do list, you assign each task a spot on your calendar.
Why It Works:
The magic of time blocking lies in its structure and focus. By dedicating time to specific tasks, you eliminate distractions and give yourself the mental space to fully apply yourself. For example, when I’m reviewing contracts or drafting reports, I block time in my diary, and my team knows not to disturb me. It’s like giving yourself permission to focus on what truly matters.
When to Try It:
If you’re juggling deep-focus tasks or prone to multitasking, this method will help you create boundaries and stay intentional.
Verdict: GOOD. It’s a reliable tool for staying productive and distraction-free.
2. Eating the Frog: Tackling the Hardest Task First
This concept, popularized by Brian Tracy in Eat That Frog, revolves around tackling your most challenging task first thing in the morning—before the day gets away from you.
Why It Works:
Hard tasks require effort and focus. For morning people like me, this aligns perfectly with the natural rhythm of being sharp, fresh, and energized early in the day. Once the hardest thing is done, everything else feels lighter and more manageable. I even label this task “frog” on my calendar—it’s become a ritual that helps me start the day strong.
When to Try It:
If you’re overwhelmed by procrastination or high-effort tasks, this method can be a game-changer.
Verdict: GREAT! It’s a simple yet transformative approach to getting things done.
3. The ABCDE Method: Prioritizing Like a Pro
This method helps you rank tasks by importance:
- A = Must-do tasks with serious consequences.
- B = Should-do tasks with minor consequences.
- C = Nice-to-dos with no real consequences.
- D = Tasks you can delegate.
- E = Tasks you can eliminate.
Why It Works:
On overwhelming days, this prioritization system creates clarity. It’s great for breaking down a long to-do list and ensuring you tackle the most important things first. That said, when all your remaining tasks are equally critical (like my high-priority “A” tasks), it’s sometimes better to just dive in instead of spending time ranking them further.
When to Try It:
If you’re staring at a daunting to-do list and don’t know where to start, this method can help.
Verdict: GOOD. A helpful fallback when you need to get organized.
4. The Pomodoro Technique: Working in Sprints
The Pomodoro technique involves working in focused 25-minute intervals (Pomodoros), followed by a 5-minute break. After four intervals, you take a longer break of 15–30 minutes.
Why It Works:
It’s excellent for staying focused in short bursts, especially if you’re struggling to get started or need to break a large task into manageable chunks.
Why It’s Not Always for Me:
While I like the idea, the reality doesn’t always fit my work style. When I’m deep in flow or nearing the finish line on a task, stopping for a break can feel counterproductive. Instead, I prefer to ride the wave of momentum and keep going.
When to Try It:
If you’re battling distractions or working on repetitive tasks, this method can help you stay on track.
Verdict: OKAY. Like a fantastic dress that looks great on others, it’s just not my style.
Final Thoughts: Find Your Productivity Match
Productivity strategies are like personal styles—they’re not one-size-fits-all. What works wonders for one person might not fit another’s preferences or work environment. The best way to figure it out? Experiment. Try time blocking, eat a few frogs, prioritize with ABCDE, or give Pomodoro a go.
The goal isn’t to force yourself into a system but to discover the tools that empower you to work smarter, not harder. So, which one of these productivity hacks will you try first?
