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Top Life Lessons Learned from My Engineering Career (Part 1)

Even though my engineering career is far from over, I wanted to look back and reflect. I realized that midway through my career is probably the right point to do this because if I wait too long, I’m sure to forget many of the early lessons learned.

So far in my career, there have been many lessons learned both personally and professionally. I wanted to share a few that are universally applicable. Just to give some background into my life, I have had a very rewarding career as a mechanical engineer so far. Here are a few highlights of my journey.

  • 2002 – Graduated from Baylor University – One of seven graduating engineers (28 total) with a job already (post 9/11 recession). Got married three months later. Laid off five weeks after that.
  • 2003 – Finally got an engineering job – Whoo Hoo! Only 46 weeks after getting laid off. My part time job as a snow cone engineer finally paid off!
  • 2004 – My career really took off and I was advancing quickly gaining skills and knowledge. The sky’s the limit!
  • 2007 – Kiddo #1 was born on Friday the 13th of April.
  • Fall 2008 – Expecting Kiddo #2, we decided to move from Texas to be closer to family in PA, so we moved to North Carolina for a new career opportunity. Career blossoms.
  • 2009 – Kiddo #2 was born and passed away 4 months later. We realized how blessed we were by the support of our church family. We reassessed our lives and dove deeper into our faith.
  • 2010 & 2014 – Kiddos #3 and #4 born. (Yes, I sometimes call them by their number. Who can remember names?)
  • Christmas 2017 – After being burnt out at work, I decided to take three weeks off to reassess my career path. Returned with the following dream.
  • April 2018 – Left my successful career and stable job to start my own design firm, Rasmussen Designs PLLC, with the goal of not having to go back to corporate America.
  • July 2018 – Started the Mentored Engineer as a way to share my knowledge with young engineers.

Enough about me. I don’t really like to talk about myself because it feels like bragging. I just wanted to mention these things so that the rest of the article has some context.

I have summarized the lessons learned into three separate categories: Professional, Financial and Personal. This article will contain only professional lessons. Financial and personal can be found here. Some of these lessons are sad and some bring a smile from ear to ear. They are all my experiences and I wouldn’t trade them for the world.

I wanted to share these lessons with you because the career and life you envision may be much different than reality. That is life.

Professional Life

You Will Sit Behind a Computer for Long Periods of Time

I like computers! They have simplified the way we do so many things. As a result, they will forevermore be a critical component of how we live. But they can be overwhelming to look at day in and day out for years. We need a break from the screen.

It Takes a Full Year to Get Used to a 40 Hour Work Week

For most engineers, you are expected to work a 45 hour work week and that takes a lot of time to adjust. In college, working 45 hours was a breeze and often it was closer to 60 or 70 hours.

There is a difference in the way we are taught in school and how you are expected to work. In school, you have set classroom time, but you then have freedom to do your assignments at your leisure.

In corporate America, your employer will expect you to be at your desk at specific times. Those may not be your most productive times to work. Oh well. I was always able to start an hour before everyone else to get uninterrupted work done.

But having to go in at 7:00 am every day and leaving at 5:00 was a nightmare for me. I needed reprieve, but it never came.

It was really bad when we switched from daylight savings time to standard time in the fall. It now got dark right after I left work. I tried to rig up outside lights so that I could get some work done, but I realized that I just needed to do it on the weekends.

After the first year, I had adapted, I mean gave up. I was the working stiff now.

Take a Lunch

Yes, eat your lunch. But don’t eat it at your desk. If its not raining, go outside and eat even if it is cold. Enjoy the day. You need the change of pace. If it is raining, eat near a window and watch the storm. I like watching people scamper to their cars.

If you have the budget, go out to eat with a coworker. I like to do one-on-one lunches to really get to know someone.

Eating away from your desk allows you to decompress a little and separate your morning from the afternoon. If you still decide to eat at your desk, the day will seem longer than it does and you will go home a zombie. It may take a while to get to full zombie state, but it will happen. (Plus you get food in your keyboard.)

Management is the Natural Path Forward in Your Career

Like it or not, this is the natural tendency. Personally, I’m an “in the weeds” guy with the technical details. If you are a hands on person, there may be friction in your career long term. I was able to avoid moving up the management ladder (I don’t like lots of paperwork).

If you don’t see yourself as management, consider these two things. First, you may grow into it. More than a few times I’ve said that I would ‘never’ do something and then changed my mind. (I stopped doing that by the way.) Second, consider working at a smaller company, because management may not be a full time job. Many small companies have working managers where less than 50% of the workday deals with management.

Smaller Companies Will Provide Greater Flexibility

Small companies usually lack formal structure. This is a good thing because you can be used in a wide variety of facets. In my first real engineering job, I was an engineer, project manager and IT guru. It gave me a lot of experience in a very short amount of time.

In my last position, it was a much larger company and the engineering groups were very departmentalized. As a result, we didn’t work together across teams very much other than a quick question here and there.

I found my growth there to be much slower and there was a definite resistance to trying new ideas.

Avoid a Company Cell Phone and Laptop if You Can

Yes, most companies will give you a cell phone and laptop the second you walk through the door. If this is the case, try to resist it. Here’s why.

By giving you a cell phone, the company is secretly expecting you to be available at all hours of the day. While it may be fun and exciting at first, it will become a burden at some point. You will know this when they wake you up at 2:00 am or ask you to come in during your kids soccer game.

If you have to have a cell phone, see if you can leave it at work when you leave for the day. If not, have clear boundaries as to when to answer it and never, ever, ever sleep in the same room with it.

I actually was able to get rid of my cell phone at work because I just left it next to my keyboard all day.

John Hollon / CC BY-SA (https://creativecommons.org/licenses/by-sa/4.0)

The laptop is very similar in nature. There is a hidden expectation that you will be able to work from anywhere. This may be great once in a while, but it grows tiring when you are expected to check email daily or work when traveling.

One benefit of having a laptop and cell phone could be to work from home (or anywhere). If you are not required to physically be in the office, you could work from anywhere. I’ve read stories of people actually living abroad and no one from the office knew. Check out the 4-Hour Work Week for more information.

Write Down Lessons Learned as They Happen

I once knew a guy who wrote himself a letter when he would break up with a girlfriend. He wanted to remember exactly why they broke up, because our minds get fuzzy and we forget why we broke up in the first place.

I thought this to be funny at first, but it’s a great idea. Not only that, but we should do this with all lessons learned. It’s far easier to lose details about how and when you knew things in the midst of a problem. Take good notes as events happen.

You Will Get Laid Off or Fired

While I have never been fired from a job (I have been fired from non-paid work things), I have been laid off. Most times, being laid off or fired will turn into a good thing even though it sucks at the time.

When I was laid off for 46 weeks, it really gave me an opportunity to assess my life and prepared me mentally for the beginning of my career and a wonderful opportunity.

Image Courtesy of M01229

If you get fired, this is probably the biggest blessing. Since you got fired, the job wasn’t the right fit for you. This happened because you didn’t want to or weren’t able to perform well. Good, go find another job where you can thrive.

However if you find that you have been fired three times in a row, do some soul searching and make some changes in your life.

If You Don’t Enjoy Going to Work – Don’t

One of the worst feelings in the world is to force yourself to go to work when you don’t want to. Everyone has days or even a week where you just don’t feel like going: that is not what I’m talking about.

I’m talking about that feeling when you are “Done” with this job. Many people feel trapped in a job for many reasons most of which are financial. The result is he or she will stay far longer than they should.

Image courtesy of Bhumi Finding Herself

I recommend that if you are “Done” with a job, have the difficult conversation with your boss first and air your grievances. Sometimes things can be worked out. After all, they have invested lots of time, money and effort into your training so he may make efforts to keep you. Or, he may tell you to go pound sand.

If you get the sand option, make plans to leave within 6 months.

Always Have Challenging Career Goals

Never stop learning!

As we get older, things generally become boring. As you graduate, the whole world is your oyster. You are embarking upon a new career, maybe marriage and kids are in your future, and there is a whole lot of life to LIVE!

As you check off these things, boredom and complacency set in. Been there done that.

This was a problem for me starting around 2016. As an engineer, I had accomplished all of the career goals I had made for myself. On top of that, 2016 was hands down my best year as an engineer.

I didn’t set any new goals for myself and became complacent and then bored. I had some depression with work and it spilled over into the rest of my life.

Always having and updating goals is critical for a successful career. Have written goals and be sure to be specific and have a plan for how to accomplish them. You don’t have to know all the steps but you should have a clear ‘next step.’

Despite All Your Technical Ability, If You Don’t Play Nicely With Others It Doesn’t Matter

So instantly, Sheldon Cooper from the Big Bang Theory comes to mind. In a lot of ways, I’m like him. Hopefully not to the same extent.

The truth be told, this is one area that I will forever be working on. It is one area of my yearly evaluations that was constantly a weakness.

As with Sheldon, people will put up with that behavior for a while, but they will grow weary eventually. You see, it is not that I don’t have the ability to be nice and everything. It’s just that I don’t desire to do that. (Yes, I know that I am my greatest problem.)

So does it work? Yes! From mid 2017 to 2018, I did an experiment at work. I made sure that I was super nice to everyone at work, but I let the rest of my work slide. The company got less work out of me, but I was pleasant to be around. As a result, I was offered a new position and eventually a promotion.

Public Domain

There was a catch. I hated myself. It took so much effort to be nice and suppress my God given nature. If you have issues with playing nice with others like I do, don’t do a 180 like I did, but make working on your people skills a higher priority.

You Can Keep Your Job for a Long Time by Showing Up on Time

True, as previously mentioned, I spent most of my last year performing less work, but I always made sure to show up on time. Watch this video for three other ways to keep your job.

It’s Difficult to Take a Sabbatical in Corporate America

All I wanted to do was to take 3 – 4 weeks off unpaid. Man, in corporate America, there is no way to do this. I either needed to take medical leave or an extended leave of absence. Ouch!

You Will Hit a Plateau in Your Career

If you’re not continually challenging yourself with new goals, you will hit a career plateau or peak. Mine was in 2016. To avoid this, keep dreaming and learning new things. You may need to be more drastic, like me, and quit your secure job to start your own company.

Be Hands on – Get Dirty

This one I love. I like getting dirty and being hands on. That’s where engineering skills are honed. Every shop I’ve worked in, there have been complaints that the engineers just don’t spend time learning how things are fabricated. A good engineer must know how to design things that can be built.

Sitting behind a computer will only get you so far in your design / engineering skills. The rest must be learned by being hands on. I mean you need to talk with the fabricator / assembler for advice and then ask them this hard question: “Can I do it?” With this question, you will gain the respect of the shop personnel and gain valuable skills for future designs.

Image Courtesy of USMC

The latter part is most important. I remember assembling a lift with the shop guys and we got to one point where the hydraulic assembly was complicated and awkward. I asked a few questions about the process. The shop guys figured out the best way to assemble and got complacent with the extra effort that was needed in the design.

I took this opportunity to dig deeper and found that a few small changes could greatly speed up the connection of hydraulic hoses saving nearly 30 minutes per build (pretty substantial).

One position I applied for, the manager insisted that I would be working on the shop floor for one month before performing my job. I said “yes.” He asked me twice more in the interview if I would work in the shop. I can only assume that other applicants didn’t want to.

On another note, when working in the shop, it is never beneath you to lead the cleanup effort by sweeping the floor. I see a lot of engineers come down and do work and then leave a mess behind.

In Summary

Despite my best efforts with this list, you may not be able to avoid learning these lessons yourself. I’m sure if you did avoid the consequences mentioned here, you would come up with a whole list of new lessons you learned. Remember, life is about the journey, not the destination.

Why Studying Physics is Important for Engineers

Many aspiring engineering students are intimidated by both physics and calculus; and for good reason, they are difficult subjects. As a mentor, high school students often ask me if he or she should take physics in high school. My answer is a resounding,”Yes!”

An engineer needs to study physics because ALL engineering is simply applied physics.  Physics is the study of energy and matter in our natural world.  An engineer must understand how to use the laws of physics to diagnose, solve problems, create and innovate.

I recommend that high school students on an engineering career path take physics before college for three reasons. First, engineering is a tough major and taking physics is good preparation for the road ahead.

Second, taking physics is a good indicator if you want to be an engineer. After a year of high school physics, you will know if engineering is the right career for you. If not, you haven’t wasted much time and money and can still choose a new college major or career path.

Third, a high school physics class will be a good indicator of what type of engineer you will want to be. Physics is such a broad topic and you will be exposed to many of the engineering disciplines in a high school. Surely, one or two will stand out.

For me, I really enjoyed studying particle motion (kinematics and kinetics) and structural design. Taking physics in high school led me to want to study Mechanical Engineering. Although, part of me wished that I had shifted to control systems engineering.

Image Courtesy of Pixbay

ALL Engineering is Applied Physics

Looking over my college course requirements, I noticed that each class was simply taking a subject out of my high school physics class and expounding on and making application of it.

For example, we learned how the basic concept of Hooke’s Law (how springs behave) can be used with the mechanical properties of a material for the purpose of structural analysis using linear algebra. The Finite Element Analyis (FEA) process breaks large and complex structures down to millions of very small springs.

It was engineers (an mathematicians) that combined all of these concepts to make an easily usable tool for engineers to analyze structures for strength, thermal conductivity and buckling.

Applying Physics Based on Engineering Discipline

Mechanical Engineering

Solids / Structures

In mechanical engineering, things like forces and vectors were the basic building blocks for determining statics and dynamics.  If the forces and vectors canceled each other out, we were working with statics.  If they didn’t it is a dynamic situation.

By applying physics, we can determine how strong a building or bridge needs to be for the load intended. For those that design machines, we need to break our designs down into smaller and smaller subsystems to ensure structural integrity.

Physics is also important when dealing with energy and momentum.  We all want to know how much energy a system that is using and the basic physics principles give us the know how to do it. This has practical application in the automotive industry as there is always a push to get better fuel consumption.

Image Courtesy of Needpix.com

Dynamics

As dynamic systems need to speed up and slow down, we need to address inertia. When you are driving your car and need to stop at a traffic light, you will notice that the car seems to lunge forward when you first press the brake.

This feeling will continue until after your wheels have come to a complete stop. The car will then rock back once all the inertia has been removed from the system.

The system mentioned above is based on physics, and you will be able to calculate them using information gained in your engineering dynamics class.

For me, I am really into roller coasters! Having been on more than 120, I have ridden some rough ones like Wildcat at Hershey Park and some glossy smooth ones like Fury 325 at Carowinds. Why is there such a difference?

Engineering will tell you that there are multiple things that come into play: track layout, forces applied to the structures, the materials used, the weather conditions and maintenance.

Lately, I have been studying how to design smooth transitions in roller coasters for those who want to build their own backyard roller coaster.

Fluid Mechanics

In fluid mechanics, physics covers the basics of how fluid flows in pipes and over surfaces. These ideas are further developed into topics such the Bernoulli Principle, Navier-Stokes Equations and fluid compressibility. Using these together, we can figure out what is necessary to accomplish space flight.

We also apply these basic physics to measure the wind speed (as opposed to ground speed) of an airplane or how much friction it takes to push a boat through the water.

Hydraulics is the direct application of the physical relation between force, pressure and area. Using this relationship, we are able to lift and move heavy objects with very little human effort.

Thermodynamics

In the last branch of mechanical engineering, thermodynamics, we study how heat will flow through walls, air, water and space. We can understand why it can be cold outside (say 46°F, 7°C) and feel warm because of the radiant heat from the sun.

Further development of thermodynamics, leads us to electrical power generation through steam cycles.

If we find the best ways to transfer heat in heat exchangers, we can develop HVAC (Heating, Ventilation and Air Conditioning) systems that run at high efficiencies (well over 100%). This allows your home to be nice and warm without breaking the bank.

Electrical Engineering

An electrical engineering co-worker of mine always spouts off that, “there is no such thing as an electrical problem.” Most people think that he is wrong, but he is not; electrons can only behave strictly according to the laws of physics. Many common “electrical problems” like loose or shorted wires require mechanical solutions, like securing a connection or removing a short, to resolve the issue.

Image Courtesy of Texample.net

Basic physics will also cover electricity and magnetism are inextricably linked together. Every wire in an electric circuit creates a magnetic field. As an electrical engineer, you will need to know that and provide shielding to components that may react negatively to magnets.

One benefit of the generated magnetic field is it gives us the ability to measure the current in a wire with out disconnecting it. We can clip the red part around one (an only 1) wire to measure the current. Since we aren’t physically putting the current through the meter, we can potentially measure very high currents safely.

Harke / Public domain

My first internship was a company that did electrical, magnetic and radio frequency shielding for PC boards. My basic understanding of physics helped me to understand the goals of the engineers when they designed new products.

Another benefit of magnetism and electricity being tied together is that we can change rotary motion into electricity and vice versa. In a DC (direct current motor), there are electromagnets, minimum of 6, attached to a rotor (spinning part). The rotor is placed in a stator which has permanent magnets mounted on opposite sides.

DC Motor Rotor – note the 6 different contact pads (right) and electromagnet coils (left).
Jjmontero9 / CC BY-SA (https://creativecommons.org/licenses/by-sa/3.0)

On the rotor there are contact pads. These contact pads are connected to two electromagnets having opposite polarity. Brushes are used to transfer the electricity to the rotor on the contact pad, which energizes the electromagnets. As a result the magnets will want to attract and turn the shaft.

As the shaft spins, one set of brush contacts will drop off as another is being turned on. This ensures that a DC motor will always be able to give full torque.

Computer Engineering

Computer engineering will center around physics in the realms of data storage and processing.

More and more components are becoming solid state, a technology that replaces older mechanical actions (like relays) with semiconductors. These solid state components can switch on and off much faster and last far longer than their mechanical equivalents.

Solid State Relay Circuit Board image courtesy of SparkFun Electronics

This technology is used to increase computer processor speed while minimizing size and heat generation. Solid state devices are important in the transmission of data through wires, fiber optic cables and even through space.

Computer engineers also need to understand how magnetics from current flow and outside radio frequencies will effect the components they design. I had an internship at a company that provided RFI / EMI shielding components. There is quite a lot of design that goes into producing shields for circuit boards.

Physics is instrumental in the study of optics. Back in the 1980s and 1990s, there was tons of research and development that went into optic and lasers (amplified light) for the purpose of data storage. CDs, DVDs and BluRay were the glorious product that resulted. Before this, magnetic tape and vinyl records were the best methods of storing data.

Public Domain

Writable CDs and DVDs were the standard for transmitting data from one computer to another until the early 2000s. This quickly ended with the advent of the USB thumb drive. I remember my first 15Mb (yeah, MEGA bytes). Now you can get them up to 1 TB!

Who knows what the future will hold in this arena, but we know that it will all be based on the latest discoveries in physics.

Mechatronics / Robotics

This combination of mechanical, electrical and computer science will be a very challenging field to be in. As demands for automation increase, engineers will need to maximize flow. As high speed automation increases, there will be limits to how fast and accurate machinery can move because of its inertia.

Also, as the need for robotics keeps increasing, we will need a wide variety of robots. We need them to be more compact to do very small jobs. We need them to lift more so that objects can be moved without the use of overhead cranes. Finally, we need the to be more precise.

All of these needs in robotics will heavily rely on physics to accomplish these goals.

Civil and Structural Engineering

Physics plays a critical role in both civil and structural engineering. First off, any road, bridge and building is built on the ground. I have a portion of the walkway to my house that is uneven because it has shifted over time. Civil engineers study soil and how to build on it extensively so that we don’t have another leaning tower of Dallas (I mean Pisa).

Knowing how soil compaction, weather patterns, and freeze depths affect a footing allows the engineer to select the right type of foundation for any job. This is critical so that roads don’t shift, buildings don’t lean and bridges don’t collapse. All these are purely based on physics.

Aside from soil considerations, structural and civil engineers also need to know about the materials used in design. For roads, the properties of asphalt and concrete have different properties (long term) based on the conditions when it is laid down. Things like temperature, humidity and the water absorption can drastically affect the properties and time to cure.

In buildings and bridges, we need physics to tell us the limits of stress, strain and buckling to make the lightest and strongest structures. Since the structures are constantly being loaded and unloaded, we need to understand the effects of cyclical loading (called fatigue) will affect the design.

Aerospace Engineering

Aerospace engineers will apply physics to airplanes and spacecraft largely through computational fluid dynamics (CFD). CDF Software packages are based on the Navier-Stokes equations that demonstrates how any fluid will flow around or over objects.

Image Courtesy of Patrickhaas

Aside from that, spacecrafts are subjected to large temperatures differentials. Materials in the sun can reach temperatures of 248°F (120°C) and in the shade -148°F (-100°C). Not only do you need good insulation for personnel, but the ship has electronics that cannot withstand those temperatures.

Most notable, is that materials will expand or shrink based on temperature. This is usually not a problem on earth, but with a 400°F temperature swing, this can create havoc in space. Aerospace engineers need to be researching new materials that have low coefficients of thermal expansion (like carbon fiber materials) to solve this problem.

Calculus or Non-Calculus Based Physics

To calculus or not to calculus; that is the question. If you are interested in physics, but don’t want to become an engineer or scientist, take non-calculus based physics. You will receive an understanding of the physical world without being bogged down with the math.

However, calculus is the language of our natural world. If you intend to become a mechanical engineer, you will be required to take calculus based physics. To be successful as an engineer, you will need to fluently speak Nature’s language.

It’s not as bad as it seems. With the advent of the internet and YouTube, you can get a lot of free help with your studies and hear lectures from multiple instructors. I didn’t have these things when I went to school and needed help from tutors as well. Don’t be afraid to reach out for help.

In Summary

Physics is the building block of every discipline of engineering. Without physics, we couldn’t have any of the modern conveniences we enjoy!

12 Easy Ways to Not Work on Vacation

There I was again, on a beautiful mountain vacation with my family; it was paradise. Until a co-worker called me on my cell to ask for some guidance. It turns out that there were some major issues going on at the office. In an instant, my paradise was burned to the ground and work was all I could think about.

Most of us have had one of those vacations where people from work kept calling or emailing you. No one likes that and it is totally preventable. At the other end of the spectrum, people like to keep up with work so that they don’t have to come back to a million emails. This also is totally preventable.

The whole point of a vacation is to relax and get away from the normal everyday events and especially WORK!

Avoiding work on a vacation starts before your leave; schedule “catch up time” on your return date and handling emails through “out of office” messages, forwarding and auto replies. Setup email folders will get your inbox to zero will relieve stress. When back, doing quick parses of your email gets you in control quickly.

Email is a very interesting form of communication. It is the only one where the onus to do something is put on the person who receives it. And they don’t get a say in the matter!

Ideally, you need to read and apply this article before you go on your vacation because items in here will ease the transition back into normal life.

Before You Go

1. Schedule a 3 Hour Block to ‘Catch Up’ When You Return

Schedule a large block of time to catch up with all that happened during your vacation. Ideally, this appointment should be made when your vacation plans are made so that no other appointments can be scheduled for that time.

This time may be longer or shorter depending on how many emails you typically receive and how long you will be gone. One interesting thing is that the longer you are out, the more things are handled without you. The result is a tapering off of emails.

2. Organize Emails Into Folders

If you are one of those people that keeps all email in the inbox, I have one word for you. STOP! This is an unhealthy practice. An inbox is just that, a place where emails come in, they don’t stay there.

Once you receive an email, you need to process it. Hear me now, you don’t need to do what it requests, just process it. And only process it once! An email can fall into one of the following categories.

  • Non Actionable Items
    • Trash – Delete it immediately
    • Reference – Put it in an email folder for future reference or legacy
    • Tickler File
  • Actionable Items
    • Delegate and put on a Delegated List
    • Put on a Calendar
    • Put on a To Do list
    • Put in a Projects List

I’ve found that most emails do not contain next actions and can simply be filed in a folder with the project name.

If you come across emails that you don’t know what to do with, but it seems important, respond to the sender and ask, “what action on this do you need from me?” Don’t try to guess what they want you to do.

The goal here is to leave with no (that’s 0) emails in your inbox. Even if you leave one, that is a problem. One email leads to 2, which leads to 5 which leads to all of them. Get excited seeing you inbox at 0 emails!

For more information on setting up good organizational skills read David Allen’s Getting Things Done. It is one of those books that changed my life.

3. Send Out an “Out of Office Notice”

An “out of office” email is a great way to let people know that you won’t be available. Think of it as “last call” at a bar; the final chance to get in contact before you leave. This should be sent to all in your department and sometimes clients that you directly support. (Make sure to send client notifications out as a BCC email.)

Image Courtesy of Marco Verch

This should be done midday of your last working day before vacation. I say midday because some may see the email and have a question for you before you leave. This is much easier on your psyche to handle these requests during the normal course of business rather than as you are walking out the door.

4. Forward Emails

If there is a designated person that will be handling your business in your absence, be sure to forward your emails to him or her. Make sure that he or she is up to date on all your projects and any known issues that may come up.

Also be sure that they include you in their response. This way, you can close the loop on issues when you get back.

5. Setup an Auto Reply

There are many videos on how to do this for your particular software package on YouTube, but it must be done.

The purpose of an auto reply is to let any particular person that emails you know that you aren’t available. You don’t want multiple emails about the same issue from the same person. You’re in the Carribean drinking rum on a beach (or not). As a result, you have let them know what their expectations are for access to you and they will stop trying to contact you.

Critical details for the auto reply include the day that you leave and the day you will be back. I would also include the contact information of who can help them. It is most important to include the phrase, “I will have limited contact to phone and email.”

That phrase is a must. It is vague enough to show that you care, (We know that you don’t. Its Okay, I won’t tell.) but give you the opportunity to not ever check. You are further setting expectations of when you will get back in touch with them.

6. Change Your Email Password

I admit it, I don’t have much self control when it comes to checking my phone. I have already set my phone to only check for emails manually. This way it doesn’t ding every few minutes. Still, I can’t stop checking.

What I am about to present seems devious, but we are on vacation! We shouldn’t be working. Preserving sanity on vacation may require drastic measures!

Image Courtesy of Landing Page Maker

I haven’t told anyone about this tip so that I could use it without getting in trouble with the boss man. Here’s how it works.

Right before you leave, change your email password for work to a complicated password that you won’t remember. Be sure to write it on a sheet of paper and place it in your desk for when you return.

Remember to forget to update the password in your phone. Oops! Result, no work email on vacation.

In the rare case where a coworker calls and insists that you must see this email, say there is something wrong with my phone and ask them to forward it to your personal email account.

When you get back, either update the password on your phone or change it back to the old password.

7. Setup Mail Rules

If you get a lot of inter office email that is junk. Consider setting up mail rules. I had all email that contained phrases like, “out of office”, “office bingo”, “march madness” and the like forwarded straight to the junk mail folder. I would scan these occasionally, in the rare case there was an email worth noting.

This trick is especially worthwhile around holidays when everyone is taking vacation.

8. Gather Contacts

Make sure that you have the contact information for people that will probably call you. Try to get desk phone numbers. This will provide another buffer that will be explained in the next section.

Photo by form PxHere

While on Vacation

The number one rule here is: you are on vacation! Put your phone on do not disturb and don’t check emails. If you don’t, this is a sure vacation buzz killer.

So you’ve already set up your “out of office” and auto respond notices. This means that only super critical issues will get to your phone.

If you are the person that is so important and the world will not hold together without you to answer phone calls and email, then and only then are you to even look.

9. Check In After Business Hours

If you are just one of those rare people that are “indispensible” and just have to check in with the office, remember these two things.

The proper time to check in with the office is in a lull in your schedule. Preferably, this should be after normal business hours so that you can leave messages and not actually talk to any one. Calling a desk phone is a sure way to leave a message rather than having a conversation. This will slow down the response time preventing the constant “ding” going off in your pocket.

When You Come Back

So here is when you should be the most excited! You’ve had a restful vacation because you successfully working while on it.

As your walking into the office, you may feel anxious about seeing how many emails you have and how long it is going to take to get through them. This is where email folders come in the most handy.

10. Use Your Block of Time to Catch Up

Remember that you blocked off three hours of time specifically to catch up. No distractions. If you have an office door, shut it. If you work in the cube farm, grab your headset and put it on. You don’t even have to listen to anything.

If anyone comes to see you, pretend you are on a conference call. Put your hand over the mic and ask the person to quickly tell them what they need. If they start rambling, turn your attention back to the fake call while giving them the hold on a minute gesture. Tell the person you’ll come find them later.

11. Processing Email

When you left, you had no emails in your inbox. Any email you received was just from the length of your trip. Most of the emails in your inbox will fall into these three categories.

  • It’s trash
  • It has already been taken care of.
  • It isn’t time sensitive

With this in mind, we will perform 3 – 4 parses through your email. Each parse getting successfully longer.

1st Parse

For the first parse of your email, you will look through each email for a maximum of 30 seconds. Set a timer to for 15 seconds and start reading the email. When the timer goes off, make a decision on what to do with the email (15 seconds). Move to the next email and restart the timer. You probably will only need to use the timer for the first 3 – 4 seconds.

In this step, ignore any long chain emails.

Most times, you can identify what the email is about and can classify it according to the criteria below. However, some emails take longer to read and assess. If your decision is that you need more time to analyze, leave the message in your inbox and come back to it later.

  • Non Actionable Items
    • Trash – Delete it immediately
    • Reference – Put it in an email folder for future reference or legacy
    • Tickler File
  • Actionable Items
    • Delegate and put on a Delegated List
    • Put on a Calendar
    • Put on a To Do list
    • Put in a Projects List

In this step, you don’t have enough time to actually do any work on the item. Get them on a list or schedule a event on your calendar. The time limit will keep you from being distracted and loosing focus on the main task which is catching up.

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At the end of the first parse, you have probably reduced the number of emails by at least half and spent 30 – 45 minutes doing it. Good job! If not, you may be cheating on the amount of time per email. This first step needs to be quick!

2nd – 4th Parse

The remaining parses should be the same as the first, but increase in time. I recommend the following:

  • 1st Parse – 20 to 30 seconds
  • 2nd Parse – 90 seconds to 2 minutes
  • 3rd Parse – 5 minutes
  • 4th Parse – 10 minutes

If you have long chain emails look at them in the 3rd parse. The 5 minute time will allow you to focus on multiple emails at one time. This will give you the maximum benefit without loosing focus or being overwhelming.

On the 4th parse, you are now drawing a fine line between catching up and working. Make sure that you still hold to the 10 minute limit and get through all your emails so that your inbox is once again empty.

12. Weave in Phone Messages and Physical Inbox Between Sorting Emails

Between parses, I recommend processing your phone messages and any physical inboxes you may have. This will give you a physical and mental break from the email.

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Both of these items are usually pretty easy to get through. Typically, the items go on a to do or projects list.

Only do one of these items between an email parse.

Conculsions

You work hard all year and deserve a vacation from work. Don’t let work interfere with your time off and don’t dread returning because of the two thousand emails you fear you will have.

Implementing the steps above will minimize your stress and maximize the enjoyment of a vacation.

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