I use Pavlov’s Inbox to manage my incoming emails.
I’m not a big fan of Inbox Zero. I get the general idea behind the popular email productivity system, but it doesn’t work.
I want to manage the senders, not their emails. 1There is, of course, the issue of spam, unauthorised solicitation, and pointless social network notifications. However, these should be filtered, not personally managed.
Therefore, I’ve devised an alternative system based on classical psychology.
I call it Pavlov’s Inbox.
Here we go:
What Is Pavlov’s Inbox?
Pavlov’s Inbox
Pavlov’s Inbox is an email system built around the idea that your inbox problems cannot be solved by more efficiently processing email (e.g. Inbox Zero and similar systems). Such systems will only reward unfavourable sender behaviours.
Pavlov’s Inbox system assumes that you can influence the behaviours of those sending you emails—through conditioning.
Pavlov’s Inbox system is based on psychological ideas on how to reward and punish email behaviours in a socially viable manner (being rude as “punishment” might only be detrimental to your professional reputation).
The operating principle of Pavlov’s Inbox is to a) reward favourable types of emails by minimising the amount of work required by the sender and b) punish unfavourable emails by maximising the amount of work required by the sender.
Read more: Pavlov’s Inbox
The Power of Conditioning
In classical conditioning, psychologist Ivan Pavlov made dogs salivate by hearing the sound of a triangle. Every time he fed the dogs, he played the sound. Soon, he could play the sound to elicit the dogs’ physical response (salivation)—without the food. 2Classical conditioning. (2023, January 17). In Wikipedia. https://en.wikipedia.org/wiki/Classical_conditioning
In operant conditioning (also called instrumental conditioning), the strength of an existing behaviour is modified by reinforcement or punishment. 3Operant conditioning. (2023, January 13). In Wikipedia. https://en.wikipedia.org/wiki/Operant_conditioning
So, where classical conditioning elicits an involuntary behavioural response (“reflexes”), operant conditioning modifies existing behaviour (“voluntary”).
Both methods modify behaviour by conditioning, and the distinction between these two approaches isn’t clear-cut. While salivation can be seen as a “reflex,” wanting treats despite not being hungry has elements of being a voluntary behaviour. And modifying behaviour to seek reinforcement actively or escape punishment can be more or less unconscious.
To affect inbox behaviours, we wish to modify existing behaviours through reinforcement or punishment (operant conditioning) but do it discretely so that the behaviours become reflexes (classical conditioning).
The Concept of Work
If you always reply to emails promptly and with added value, the known group of senders will likely send you more emails of the same type. In some cases, this is desirable, but not always. The Inbox Zero system makes no such distinction.
If you allow it, your inbox can quickly become other people’s agenda for your time. It would be best if you found a way to push back against unfavourable emails—without creating social discomfort for yourself.
I love my work. Still, this doesn’t mean I want to do more work than necessary to complete a task or fulfil an objective.
In the context of Pavlov’s Inbox, “work” constitutes not craftsmanship or professional pride but administrative effort.
So, based on the concept of work in this context, you reward senders by simply complying with whatever type of work they’re asking of you. If someone asks you to do something and you—for whatever reason—want to do it, you do it.
And you do the work as fast as possible to minimise the time between the sender posing the question and the sender getting an affirmative response. This behaviour on your part will increase your chances of getting more of these favourable emails.
How do you “punish” senders of unfavourable emails … politely?
The answer is simple: Ask senders of unfavourable emails to do work for you before you consider doing work for them.
Examples of Polite Punishment
When gently “punishing” senders of unfavourable emails, you must send a few extra emails at the beginning of each new relationship. However, relationships are essential in business, and these initial interactions should be considered investments.
The Unnecessary Meeting
My colleague “John” wants to chat, but I know he will use every opportunity to push his work onto my plate.
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To: Jerry Subject: Meeting about X Hi Jerry, Can we have a meeting about X? Kind regards, John |
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To: John Subject: RE: Meeting about X Hi John, Please send an agenda detailing the decisions we need to make, and I’ll see if I can make it work. Thanks, Jerry |
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To: Jerry Subject: RE: Meeting about X Hi Jerry, No need for an agenda, I think. I only need your input. Kind regards, John |
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To: John Subject: RE: Meeting about X Hi John, I get it, but just a heads-up: I won’t be able to take on any extra workload right now. I’d be happy to give you feedback, though. Does that work for you? If so, email me the details, and I’ll have a look. Thanks, Jerry |
Comment: “John” is a colleague, and I don’t want to make an enemy of him. But by always pushing work back onto him, he’ll soon stop trying long-term.
The Scope Creep
The client deal is already finalised and signed, but once the project is underway, “Miranda” tries to get us to do more than we previously agreed.
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To: Jerry Subject: Regarding the deliverable Hi Jerry, We need the deliverable two days earlier. And we also need to add a couple more journalists to the outreach. Can we make this work? Kind regards, Miranda |
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To: Miranda Subject: RE: Regarding the deliverable Hi Miranda, I can check with the production team and draft a brief proposal for the added effort. Can you confirm that you want me to proceed? (Y/N) Thanks, Jerry |
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To: Jerry Subject: RE: Regarding the deliverable Hi Jerry, Didn’t realise that it was going to cost extra. I think we’ll have to make do with the existing scope. No need to make any changes. Kind regards, Miranda |
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To: Miranda Subject: RE: Regarding the deliverable Hi Miranda, No worries, we’ll make sure to proceed according to plan. Kind regards, Jerry |
Comment: Almost every client will try upping the scope at least once, but with one pushback, it usually stops.
The Free Lunch
An acquaintance is reaching out asking if he can buy me lunch. It could be nice to catch up, but I feel he’ll be talking only about himself and his business.
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To: Jerry Subject: Lunch? Hi Jerry, Long time no see. I read your excellent blog post on deep content the other day, and I’d love to hear your ideas about a cool project I got going on. Would you let me buy you lunch next week? Kind regards, Eric |
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To: Eric Subject: RE: Lunch? Hi Eric, All is well, how are you? And thanks for checking out the blog. Sounds intriguing. While I check my calendar for openings, could you put together a short brief with a ballpark budget? Thanks, Jerry |
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To: Jerry Subject: RE: Lunch? Hi Jerry, No budget, unfortunately. We’re extremely bootstrapped. Kind regards, Eric |
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To: Eric Subject: RE: Lunch? Hi Eric, Startup life is a hustle, I know. But you seem to have a strong idea and great backers. Don’t hesitate to reach out once you’re ready. Then we’ll make it rain! Until then, Jerry |
Comment: By pushing back on budget, “Eric” must say no to me first. If he has to say no to me, I can say no to him and put us back on equal footing.
Read also: 7 Surefire Ways To Dominate Office Politics
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ANNOTATIONS
1 | There is, of course, the issue of spam, unauthorised solicitation, and pointless social network notifications. However, these should be filtered, not personally managed. |
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2 | Classical conditioning. (2023, January 17). In Wikipedia. https://en.wikipedia.org/wiki/Classical_conditioning |
3 | Operant conditioning. (2023, January 13). In Wikipedia. https://en.wikipedia.org/wiki/Operant_conditioning |