
Former Navy SEAL Alden Mills shares his battle-tested strategies for building mental toughness.
You’ll Learn
- How to push past fear
- How to master the mindset loop
- How to direct your emotions
About Alden
Alden Mills is on a mission to help 100 million people Be Unstoppable. He is a three-time bestselling author, the Inc. 500 CEO of Perfect Fitness, and the founder of multiple businesses. Throughout his time as a businessman founding and leading multiple companies, he has been awarded over 40 patents. A former Navy SEAL, he is a three-time platoon commander and ranked #1 platoon commander each time. Alden teaches people, teams, and organizations to Be Unstoppable. Entrepreneur magazine recently ranked him the #1 top virtual speaker.
Resources Mentioned
- Book: A Calendar of Wisdom: Daily Thoughts to Nourish the Soul, Written and Selected from the World’s Sacred Texts by Leo Tolstoy
- Book: Conscious Leadership: Elevating Humanity Through Business by John Mackey, Steve Mcintosh, and Carter Phipps
- Book: Shift: Managing Your Emotions–So They Don’t Manage You by Ethan Kross
- Past episode: 957: How to Push Past Discomfort and Expand Your Comfort Zone with Dr. Marc Schoen
Thank You, Sponsors!
- Earth Breeze. Get 40% off your subscription at earthbreeze.com/AWESOME
- BambooHR. See all that BambooHR can do at bamboohr.com/freedemo
Alden Mills Interview Transcript
Pete Mockaitis
Alden, welcome back.
Alden Mills
Pete, it is so great to be back. Thank you for having me.
Pete Mockaitis
Oh, I’m excited to dig into your wisdom. So much good stuff. So much unstoppability. This time we’re coming in to chat about Unstoppable Mindset. So important. And I’d love to kick us off, because I know you’re good for it, could you set the scene for us with a dramatic, exciting, high-stakes tale of when you had an unstoppable mindset at work doing something awesome?
Alden Mills
Oh, so there I was, I’d raised a million and a half dollars, only to learn $1,475,000 worth of ways not to launch a product, I was broke, and I finally decided to pivot away after four years of toil on the first product, and the unstoppable mindset arose when the team of five of us couldn’t raise any more money, decide we’re going to launch this product with $25,000, $500,000 of debt to a manufacturer, only 90 days of runway for benefits. And we decide we’re going to break this down one obstacle at a time.
And with 90 days, most people are like, “It’s not even going to happen. It’s not even close. You can’t even cut steel to make a mold. And let alone, where are you going to get a couple hundred thousand dollars to build the product so you could even make some money when you put it on a container?” Well, one obstacle led to another, led to another, led to another, but we were able to overcome each of those.
And 87 days later, we launched a product called the Perfect Push Up. And a lot of people are familiar with the Perfect Push Up. I know about 20 million people in the United States alone were. And that was the third product in this series of failures that I had beforehand, and that product was always one conversation away from never happening. That product, through almost three years later, we do almost 100 million in sales, puts us on the fastest-growing consumer product company, number four overall on the Inc. 500.
And I would say that was a monumental, unstoppable mindset by all five of us that decided to go after bringing that product to market.
Pete Mockaitis
I knew you would deliver, sir. Thank you. That’s juicy. So, wow, let’s zoom into that moment there in which you got this idea, but it seems like the odds are slim. Not enough time, not enough money, not enough people, resources to have a reasonable shot at this. And yet, away you go. What is going on inside your brain, inside that unstoppable mindset right there? It’s probably not, “Oh forget it, it’s no use. This is never going to happen.” What does that internal conversation sound like?
Alden Mills
That internal conversation was going between two basic fears: the fear of staying put and the fear of moving forward. In this particular case, the fear of staying put was very specifically called out by these five investors that I went to raise money from, and they’re like, “You have one option and one option only. Let me show you this chart. It’s called a cashflow statement. You don’t have any. There’s only one option for you. You have to go bankrupt. Your wife is pregnant with child number three. You’re not making any money. You have to go get a job.”
It wasn’t even a question of, “Oh, there was a slim chance.” It was like, “It’s over.” And when you ask a question, “Okay, so what’s going through your mind?” it became very clear that if we go behind door number B, called bankruptcy, we know exactly what’s going to happen. We’re going to flush the last four years of hard work.
But if you look at the A door, the alternative, and the alternative was, “Hey, what do we still have available to us?” Well one, we had a good relationship with our manufacturer. He knew what we were dealing with, and he liked the new product and he was willing to take more equity because that’s what we had left in the business. And he was able to float us the first couple of containers, and he was able to cut the mold, the steel, much faster than 90 days. He got it done in 26 days.
And when people started to realize, like, “Hey, this is it. We’re going bankrupt,” or “We can give you a little equity, and if you want to come along for this wild ride with us,” a lot of people chose to do the wild ride and chose door number A. So, when we talk about the two basic fears, I really think of it like this. Until the fear of staying put is greater than the fear of moving forward, you’re going to stay put.
I did not want to star in the bankruptcy movie, and I was willing to go way down the line of venturing on the unknown to see what would happen and what we were capable of. And one conversation would lead to another. One day led to two, led to four, led to a week, led to six weeks. And that’s how we tackled that. And, literally, the same analogy of climbing a mountain. One step at a time.
Pete Mockaitis
Yeah, I like that question a lot, “What do we still have available?” because it’s very grounding and very real. Because it feels like the opposite question is, “How are we screwed? Let me count the ways,” it’s like a poem, and the brain just rattles it off. It’s very untethered. It’s precarious. It’s floating. It’s drifting. But, “What do we still have available?” that’s very concrete and that’s grounded.
And you sort of look at it, write it down, assess it, and note like a great relationship with the manufacturer doesn’t just mean he thinks we’re cool, we think he’s cool, he gets our stuff kind of fast, and we’ve got good credit terms. It means, “No, he might actually become an equity player and provide some levels of flexibility and goodness that is absolutely atypical of a typical manufacturing customer.”
Alden Mills
You know, I think it’s very important to take inventory, and you learn that early on in SEAL team about taking inventory of, “Okay, what do we have available to us? What are the weapons?” I’m using that quotation wise, “And what are our assets? What are our skills? What are our strengths?” For every negative, there is a positive. It just comes in a different wrapper, and you have to look at it from a different perspective.
And I really find where you decide to put your focus is where your direction gets determined. Focus determines direction.
Pete Mockaitis
Okay. Well, share with us a little bit of the how-to then. Any key insights, discoveries you made as you were kind of reflecting on these experiences and synthesizing the goods into the Unstoppable Mindset?
Alden Mills
The first thing I really want everyone to understand is that there are very few controllables that we have at our disposal. We can’t control the weather. We can’t control our kids, that’s for sure. We can’t control our colleagues. We can’t control the business environment. But we can control our thoughts, where we put our focus, and what we decide to believe in.
And if you think about those three mental controllables– now we have some others. We can control our emotions. We can control our physical capabilities, if we’re blessed enough to be able to use our arms and legs and our minds. And then we can control our faith. What we decide that we really want to put our faith into from a spiritual perspective. Okay?
And what I really want to hone the conversation on is the first one, the mindset, the mental controllables of thoughts, focus, and beliefs, and make sure everybody understands how they build upon each other. They work in what I call a loop, a mindset loop. Thoughts direct your focus. Focus drives to an action. And beliefs power a thought based off of an action that you or I just took or about to take.
And when you start to appreciate, and let’s start with thoughts. Every single one of us has a conversation, and it was the conversation that you just asked me in the very beginning off of that story, “Hey, what was going through your head?” Remember the conversation you just asked me? And that conversation, I call out in my latest book, there are two main voices, the whiner and the winner.
The whiner is your negativity bias. My whiner, when things are getting hard or I’m struggling and I’m tired and I’m starting to have a pity party for myself, sounds like a 10-year-old, “You know how hard this is going to be? Why do you think you can do it? Who do you know who’s done this before? Everyone else thinks you should go this way. No!”
And the whiner in your conversation, it wants to look in the rearview mirror. It knows what it knows from the past. It wants to bring the past into your present. Now that’s a danger because if you’re using something that’s restrictive or limiting from your past into your present, what do you think that does for your future?
Pete Mockaitis
Well, it limits it.
Alden Mills
Yeah. Right? It lowers your ceiling. Because that whiner is living out of the comfort zone, the comfort zone of familiarity, which it breeds mediocrity. Now, once you get this thought, and then you got the winner, the winner whispers. The winner will say things, especially when you’re doing something new to you, and that’s what I really want to focus on.
When you’re doing something new to you, where you don’t know the outcome, you’re taking a risk, but you’re like, “You know, what if, what if I could do this thing, accomplish this goal?” The winner, when you do that in the beginning, it whispers to you because you don’t quite have the confidence yet, and it might say things like, “Hey, try again. Get up. Go another way. You can do it.”
And you have, all of us, we all have that conversation to deal with. And I call that conversation our first leadership decision. And it’s the first leadership decision of deciding whether I can or I can’t. And you have to know the deck is stacked against you. It’s stacked in the form of “I can’t,” that’s negativity bias. Neuroscientists will say, on average, we have about a 3-to-1 ratio of negative to positive. And we have that because it’s a survivability mechanism to keep ourselves safe.
Here’s the good news. Most of us don’t have to worry about staying safe anymore. It’s not just about surviving; it’s about thriving. So how do you override the negativity of your negativity bias that came from a couple million-year-old survivability mindset inside your brain?
Pete Mockaitis
Now, when you say 3 to 1, that means just in the course of my internal mental chatter, I’m likely, on average, to have three times more negative thoughts like, “This is dumb. I hate this. I’m tired. I want to quit,” than I am positive thoughts of, “Booyah! Let’s rock and roll.” Is that what you mean?
Alden Mills
Yes, and I can go a step further. There’s a study that I talk about in the Unstoppable Mindset book about a UCLA neuroscientist who goes through and figures out one negative thought needs three positive thoughts to offset the impact of the negative. And if you want to be in the plus column, you’re going to need somewhere around five positive thoughts.
So that’s how incredibly important it is when you’re starting to have that conversation, and the whiner is coming at you, to really flood your brain with, “Okay, we’re going to figure out ways we can do this. Let’s take our inventory. Let’s take a look at what we have available to us. Let’s remember that there’s always a positive to a negative.”
One of the tools that I use and talk about in the book is playing the opposite game. What I mean by the opposite game is when a negative confronts you, an obstacle that seems insurmountable to you, play the opposite game and give yourself, force yourself, force your team to come up with two reasons why this obstacle is a positive for us, “What are we going to learn from it?”
And when you do that, you’re going to get people to shift their focus. You’re going to force them to shift their focus. Sometimes, if you hear a lot of negative banter and you’re sitting around in a meeting room, like, “Oh, this can’t be done for this reason and this reason and this reason,” you’re like, “Okay, great. We’re done with the ‘can’t be done’ meeting. Everyone, get up. I want you to walk around the office space or walk around the building, and come back here in five minutes.”
“And once you’ve done that,” that’s a state change, by the way, moving, getting oxygen to your mind, “I want you to be thinking about the can-do reasons why we can do this and what that obstacle is going to do positively for us,” and watch what happens. It will take a while because you got to get people to look at it from a different angle, but you can find at least two positives. It wouldn’t surprise me if some came back with three or four.
So that’s on thoughts.
Pete Mockaitis
Yeah. So, I’d love it if you could give us a couple examples. Like, this thing seems bad and I got two positives on it.
Alden Mills
Okay. Gee, really negative that we’re going near to bankruptcy, like, this is the only stop we have. Give me two things why my investors said, “Hey, your only option is bankruptcy.” You sit around the table, and like, “Well, it’s going to get us really focused.” You know, one of the big problems was when I raised a million and a half dollars, I didn’t have a massive sense of urgency to hit our timelines.
When you have just $25,000 left in some credit cards, you have a real sense of urgency and it brings everything into clarity very quickly. So, we got clarity from the fact that there was bankruptcy. Number two, when you go to a supplier, and say, “Hey, your only other option is bankruptcy,” they don’t want you to go bankrupt. They start to lean into you, if they like you and you’ve been honest with them, and they started to work with us and give us new ideas that we hadn’t gotten in the past.
Pete Mockaitis
That’s good. Understood. All right. And so, what I’m hearing is with the two positive reasons, it’s actually actively positive as opposed to, “Well, it could be worse. Well, I guess it’s nice that we have bankruptcy protections in this nation and I don’t have to be thrown into debtors’ prison.” I mean, I guess, yeah, it could be worse, but that’s not what you’re saying. It’s like, what we’re saying is, “No, this is actively positive.”
Alden Mills
Yeah. And I want to be clear to everybody about positive. Sometimes when I’m up on stage, I will ask people, “Hey, raise your hands if you’ve done 23andMe, or some variant of genetic testing?” A bunch of hands typically go up. And then I’ll ask somebody out of the audience, “Hey, you that just raised your hand, tell me, did you screen positive for the positive gene? Did you get the positive gene?” And they’re like, “Uh, I don’t remember.”
And I go, “Well, let me tell you, it’s right above the leadership gene and just below the success gene.” And then they kind of get it, and they’re like, “Oh, uh, no, I don’t get that.” And I’m like, “Obviously you didn’t, because there’s no such thing!” And when I talk about the positive, let me be specific here, I’m talking about can-do positivity. I’m not talking about just saying, “Hey, let’s be a cheerleader for cheerleaders’ sake.” I’m asking you to look at this from the perspective of “What can we do?”
Pete Mockaitis
And, indeed, how does this circumstance enable us to can-do it better than if it were absent? Bankruptcy yields focus, and that’s handy.
Alden Mills
Correct.
Pete Mockaitis
All right. Well, yeah, let’s hear about the focus.
Alden Mills
So here it is, we’ve had this conversation, and we’ve generated some thoughts. We’ve generated a bunch of negative thoughts because that’s what the whiner is really good at. And then we’ve got some positive thoughts and can-do thoughts, like, “Hey, okay, so now we got a tight timeline. Time to get to work. We’re going to cut out all the slough of what we need to do, and just focus on how we’re going to bring this product to market.”
A thought is neither helpful nor hurtful until energy gets attached to it. Neuroscientists today will say we generate somewhere upwards of 10,000 thoughts a day, and I don’t know how they’re counting that, but a minimum right. It’s a large number of thoughts a day. Thoughts come in three main categories: past, present, and future. But how do we add energy to a thought? We do it through focus.
Well, how does focus work? The way focus, this is the way I communicate how focus works, is that it acts like a funnel. It funnels energy to a thought that drives us to an action. The action could be, “We’re going to sit on our hands and feet. Sit on our hands and do nothing.” Or, it could be, “All right. We’re going to call up that manufacturer and see if that manufacturer will work with us and help us with this new product.”
The important thing is thoughts are constantly going over our focus funnel, which we all have. And until we put the thought into our focus funnel and apply energy to it, thoughts are neither helpful nor hurtful. Now, here’s how I want people to think of it, and I offer five different solutions. And I love acronyms, and I created an acronym called FOCUS. And I’ll give you the F of FOCUS as one of five different ways to hone your focus when dealing with a thought.
I’d like you to think, on top of your focus funnel, that you have an adaptive screen. You can open and close that screen. You’re in charge of what thought you want to give energy to it. Now, let’s just do a little thought classwork. If we focus on a negative thought in the past, what do you think that leads to?
Pete Mockaitis
Emotionally? Maybe bitterness, resentment, regret.
Alden Mills
Yeah, those are all components of depression. They lead to depression. If we focus on a negative thought in the future, what does that lead to?
Pete Mockaitis
Like, worry, anxiety.
Alden Mills
Anxiety, okay? That’s the power of our leading ourselves. Everything we’re talking about here, Pete, is leadership, and it is leadership of what I call the first level. The last time I was on here, we talked about second-level leadership. That was team leading, right? The level before team leading is how you lead yourself. In these first initial leadership decisions, okay, picking the thought, then we’re deciding, “Okay, where are we going to put our energy? Where are we going to put that focus?” That’s leadership decision number two.
So, when we get this adaptive screen that’s on top, and we put a thought in there, how do we sort out all these thoughts that are going into our funnel? Because we only really want one, and we want the one that’s going to be most helpful to getting us to our goal. So, I have this very simple question that I ask people, and I’ve even made-up little wristlets so people can remind themselves of it, “Is this helpful or hurtful towards the direction of the goal I’m going?”
Case in point. Is it helpful or hurtful to focus on going bankrupt? Or is it helpful or hurtful to focus on, “How can I figure out a way to cut steel in less than 90 days so we have a shot at launching the product?”
Alden Mills
Now, you may say, “Well, Alden, that’s remarkably simple.” And you know what? It ain’t complicated. It’s just hard, as a good old Navy SEAL instructor have us want it done. And that’s what we’re after here, is I want people to walk away from our conversation today with a couple of very simple tools that they can ask themselves or their team members, “Hey, every time you come in here and talk about everything we can’t do, do you think that’s helpful or hurtful to trying to accomplish the company goal that we’re all being measured against?”
It’s like throwing cold water on somebody. And then when people start to go, “You know what, I guess it’s hurtful.” I’m like, “Yeah. And if you’re saying that inside your mind, and now you’re saying it out to infect everybody else, remember the old adage, ‘One bad apple spoils the bunch’?”
Pete Mockaitis
Right, yeah.
Alden Mills
That’s negativity bias. It’s the same thing we’re talking about here.
Pete Mockaitis
So, let’s zoom in. So, we’re living life, you know, we’re having idle moments of me in the shower or driving, and then a thought comes into the mind, like, “Oh, I might go bankrupt and we might have to downsize, sell the house, and get a tiny apartment somewhere.” So, I guess that’s a future negative, anxiety-producing.
And so, I can ask myself the question, “Is that helpful or hurtful? Oh, it’s hurtful. It’s making me anxious instead of, like, focused and zeroed in.” And then what? Do I just kind of try to have my list of go-to helpful thoughts to return to? Or how do you recommend we manage that in these moments?
Alden Mills
Great question. First of all, we’re human. What does that mean?
Pete Mockaitis
We have feelings.
Alden Mills
It means we’re imperfect. It means we can’t do it all. It means that our focus funnel, that Alden just talked about, it’s porous. It can sprout holes on the side. And it can sprout holes from external forces of different people saying, “You can’t do that. It’s never been done before. No, that won’t work.” And, all of a sudden, energy gets pulled off the side of your focus funnel, so you’ve lost your laser focus.
Or you have internal focus funnel hole-makers, that are saying, “What are you doing? You can’t do this.” They’re based off of fear, things of doubt, or questioning beliefs. And when you get to those points, the key is being aware enough to be like, “Hey, hey, hey, that’s a negative hypothetical. If I’m thinking about something in the future, if I can’t do this, then I’m going to have to move to a smaller apartment, and I’ve just gotten married, and my wife’s going to hate me, and I’ve burned through all of this, and, oh, my God, I’m going to look like a loser, and I’ll never get a job. Whoa, I should stop right now. What am I doing?” Right?
That is projecting a negative hypothetical into the future. Pete, helpful or hurtful, negative hypothetical?
Pete Mockaitis
Hurtful.
Alden Mills
Yeah, right? But you, the listener, has listened to Alden and Pete talk about this and say, “Hey, that’s something in the future. I can’t control that yet.” The only thing you can control is what you decide you want to create for your own future. And at that point, you get to go back and say, “Hey, flush the funnel. New idea. Alden, what is helpful that I can do today to take action to accomplish this goal? What one thing can I do?”
And when you start having that conversation hourly, sometimes by the second, example, going through Hell Week in SEAL training, where they give you a total of three and a half hours of sleep over five and a half days, you get to a point where all you’re saying is, “Can I take another step? Yeah, I can take another step. I’ll take another breath. I’ll do one more step.”
Climbing Denali at 50 in 15 days and I didn’t get to see the summit until 45 minutes before we made the final turn. Do you think it’s helpful or hurtful to say, “Where’s the summit? I can’t see it.”
Pete Mockaitis
“Are we there yet?”
Alden Mills
“Are we there yet?” Right? No. No, it’s not. But you got to be like, “Hey, forget about that. I’ve got to stay in the moment and not focus on the mountain.” And that’s a phrase that I use a lot. And then talk about staying in the moment versus the mountain. Use the mountain of work in front of you as a way to measure the yardstick of your progress because you’re still making progress.
Even if you’re like Thomas Edison and you fail 10,000 times in inventing the light bulb, you learn 10,000 different ways not to light the light bulb, right? Stay in the moment and ask yourself, “What’s helpful or hurtful to get me a step closer to my goal?”
Pete Mockaitis
Yeah, that’s good. Thank you.
Alden Mills
You’re welcome.
Pete Mockaitis
And then we got belief.
Alden Mills
We got beliefs. So here it is. We’ve now taken an action. An action we think, hopefully, is helpful in the direction of the new goal, the new thing. We have dared to try to do something new to us. When I’m doing all of this conversation with you, those are the people I’m speaking to that have been willing to set a goal that’s audacious, that sometimes they have no idea how they’re going to accomplish it, but they know if they accomplish this goal, this could be transformative for them, or at least a step in the direction of something transformative for them.
So, we take the action. And, lo and behold, we fall flat on our face. We create this product, we cut steel, we spend all this money, and the damn product doesn’t work, or people don’t like it, or it doesn’t do what we thought it would do. I’m using that as the example. We have a decision to make. We look at that action, and we say, “Oh, my God, I’m a total failure. This is never going to work,” and we accept that as fact, and then our thoughts get in alignment with our focus, and we create a self-fulfilling prophecy of failure. Step one.
Or step two, we look at it, and go, “Yeah, it didn’t quite work the way I thought it was going to work, but, hey, we learned how to cut steel, and we got a product that we didn’t have before, and now I can go around and get feedback from people to tell me what they don’t like about it because it’s so much easier to have the hard good in their hands versus just talking about it on a PowerPoint, right?”
And then we start thinking to ourselves, “Wait a second, I got a couple other ideas,” and we develop a different belief. What is a belief, Pete?
Pete Mockaitis
Well, a belief is an assertion that you hold to be true.
Alden Mills
Amen. Bingo. Hundred points for Pete today.
Pete Mockaitis
Thank you.
Alden Mills
That’s all it is. It’s something we have determined that is true. We’ve determined it. Now maybe we’ve picked it up from other people because beliefs come from all different portions of our life. Beliefs can come from the environment we grew up in, from our parents, from our brothers, our sisters, our coaches, our teachers, on books we read, the TV shows we listen to, or watch, the podcasts, whatever. They come all over the place.
And here’s the wonderful thing about beliefs. We can decide which ones are true or not, and we get to change them. Leadership action number three – we get to decide. I decide what I can or cannot do. Nobody else. You might allow other people to do that, but at the end of the day, it’s your leadership that decides “What I want to believe in.”
Alden, born with smaller than average sized lungs, asthmatic since the age of 12. I remember my mother said, “No, you can’t go to the Naval Academy. They don’t like asthmatics. You’ll definitely never go to SEAL team. Forget about it. You’ll never be a Division I athlete. You won’t be able to try out for the Olympic team. Are you kidding? You have smaller than average sized lungs.”
You know a couple of things they didn’t even know back then? If you really work aerobically, you can increase the volume of your lungs. They know that now. They didn’t know it then. Huh?
Pete Mockaitis
Cool.
Alden Mills
Interesting, right? So, what’s that got to do with thoughts and focus? Beliefs come in two, this is how I think of them. They come in two major genres: limiting or empowering. Is the belief I’m deciding to be true helpful or hurtful toward my goal? Imagine starting off in a company going, “Well, I’m raising all this money, but I really don’t think it’s going to work.” Would that be helpful or hurtful?
Pete Mockaitis
Well, it’s hurtful for your motivation and belief in doing all the things you’re trying to do.
Alden Mills
But why would you do that? But you know what? Half my SEAL class, who took, on average, two years to show up and get to the starting line, when push came to shove and they had already passed a PT test, physical fitness test, four times, they got one more time to do exactly the same test. This is the lead story in the book, right in the beginning, 122 of us, 64 passed the test. You know why?
Pete Mockaitis
Tell me.
Alden Mills
Because they had a belief that they really couldn’t be there. They really couldn’t do it.
Pete Mockaitis
So, they passed it four times previously, and the fifth time…
Alden Mills
But the fifth time, when it mattered to class up and actually start training, because all of the other stuff was just pre-phase training, they don’t class.
Pete Mockaitis
That is surprising.
Alden Mills
Belief, it’s an operating system. It’s our basic operating code. And here’s the rub wrong with the belief? A belief acts like a seed, and the more we empower it, fertilize it with our thoughts and focus, it drives us to take an action. That action is called a behavior. We decide like, “Hey, you know, I think I could run a little bit faster,” or, “I think maybe my manufacturer will give me a little money, or maybe they’ll accept. I’ve got to try, I’ve got to ask, I’m going to take a behavior and I’m going to try something different.”
And then over time, that behavior can turn into a habit. Now habit is an interesting challenge. It’s what keeps me in the coaching business, because a lot of people, the habit becomes so automatic that they don’t even know about it anymore. The automatic could be, well, the first thing that comes up is that, “No, this can’t be done.” They listen to their whiner. They’re talking like the whiner, and they’re the one that’s holding back the whole team.
And then they call in somebody like me, to say, “Hey, Mr. or Mrs. Executive, if you don’t fix that, you’re not helpful on our team anymore.” And that is where you’ve got to go to work on your belief. So how do you do that? Well, you do it the way we initially started when you asked me that big question, and you say, “Hey, we have to ask ourselves these two basic fears, the fear of staying put, or the fear of moving forward.”
And you run an outcome account in your head. What’s an outcome account? Basically, “Hey, what happens if I allow this belief that I think I should accept as true? Am I accepting the fact that it will hold me back from achieving this? Am I comfortable with the fact that I don’t achieve this?” If you’re comfortable with the fact that you’re not going to achieve it, you’re going to stay put.
But if you’re not comfortable with that outcome, and you say, “You know what, the risk of going out there and trying, and maybe, you know, some people laugh at me for failing, or maybe this, that, or the other thing, I got to believe that we can try.” Then that’s going to empower you to look at your beliefs in a different way.
Now the other thing you can do, and I call this confess and assess, is you find somebody, a swim buddy, a close friend, someone that’s not going to judge you, and you call up your buddy, Pete, and you say, “Hey, Pete, I’m struggling here. I can’t seem to see the light of day here, but something’s holding me back. This is what I’m dealing with.”
Pete asks a couple of basic questions, like, “Well, tell me more. Why are you thinking like that? Are you okay if you take that action or don’t take that action? How does that make you feel?” “Oh, no, that would be miserable. I’d hate that.” That’s the confess. When you get your judgment, that inner narrative that’s driving the belief out on the table, and then you use you and your buddy to assess it, that can help you on the path of what I call the “I Can Belief” loop.
Pete Mockaitis
Yeah, that’s cool. And I’m thinking, we had a hypnotist, Dr. Marc Schoen, a clinical psychologist, who also practice hypnotherapy, given his credentials. And I asked him about what are some of the suggestions or beliefs that are kind of core and super powerful, useful, all the time in many, many contexts, and just to carry with you everywhere.
And I’d like to ask you the same thing. Are there a couple go-to super beliefs that are just so handy in so many circumstances that you cling to?
Alden Mills
Yes. So, I would classify those beliefs as mantras. And that is absolutely one of the things that I encourage, and I talk about it in the book on how to build mantras that help you with your focus of, “Is this helpful or hurtful?” And one of the mantras is, “I decide what I can or can’t do.”
Pete Mockaitis
All right.
Alden Mills
“I’m unstoppable. I can do this.” And you speak in the present tense of what it is you’re trying to do. I love to help people achieve things they didn’t think they could do. That’s kind of my term about being unstoppable. And, by the way, to be unstoppable means you first have to have been stopped. And let’s say, in your case, Pete, you want to be a best-selling author. I would say to you, “Okay, Pete, the very first thing, I want you to create a new mantra for yourself, ‘I am a bestselling author. I write books people want to read. I write books that help people unlock their potential.’”
“Pete, throughout the day, anytime you’re sitting down, and you’re thinking about writing, I want you to start talking to yourself in that present tense, and give yourself that mantra because that’s the goal we’re after. I want the mantra to be in alignment with the goal you’re after in the present tense.’” So that’s one of the techniques.
Pete Mockaitis
All right. Well, I also want to get your quick thought on, you said we can control emotions, and I think some might say, “Can you? Is that possible? What about depression? Isn’t that a thing where we cannot?” What’s your hot take on controlling emotions? And any quick tips on how to do it?
Alden Mills
Emotions. What is an emotion?
Pete Mockaitis
Well, you know, it’s funny. I was reading Ethan Kross’s book, and apparently, it’s somewhat complicated. But I’m going to simplify it, and just say it is a feeling and thought existing within us.
Alden Mills
There’s something called a feeling-thought loop, right? Thought gives energy to it, generates a feeling. Emotion derives from it. The definition that I enjoy most about emotion actually comes out of a book from Conscious Leadership that is called E-motion. It’s energy in motion. Now, if you have an E-motion, and something that has been driven from a thought and a feeling, you first need to know the root cause.
If I sit here and spend a lot of time stewing on, “Somebody ripped me off,” I’m making that decision to go down and create that emotion. Can you control every single emotion? No, we’re imperfect, right? But can you control emotions? A hundred percent, you can. It’s in your control, but how do you do that?
Pete Mockaitis
Okay. So, I guess the pathway then sounds like is, if there’s an emotion I would like to experience, “I would like to feel inspired and motivated,” I’m going to choose a thought that’s in the inspirational motivational zone and resonant for me, maybe an experience, a memory, a goal, and I’m going to put focus and energy upon that thought. And, in so doing, I will often, but not always, conjure emotion.
Alden Mills
Yeah, and make it even simpler, “Hey, you know what? I’m feeling kind of blah right now. I’d like to feel a little bit better. What’s a simple way to do that? Oh, I love American Authors’ ‘Best Day of My Life’ song. I’m going to listen to that.” Boom! What just happened there? I just changed my emotion. I did a state change, “You know what? I don’t feel that great. I feel low on energy and I feel kind of blah. I’m going to go for a run. I’m going to get on the rowing machine. Get a workout.”
Pete Mockaitis
Yeah, sure. Get a glass of water. I mean, I guess when you raise the question, you naturally say, “Oh, there’s several options that I can immediately take right now.”
Alden Mills
A hundred percent. And, by the way, that’s you leading you, right? So, in the case of when you get ambushed, and I talk about this in the chapter I used, one of the hardest Navy SEAL training evolutions is practicing an ambush. They’re violent, they’re terrifying, they’re unexpected, and you got to think clearly when you get ambushed, but we ambush ourselves all the time.
We let our thoughts run wild. We’re not paying attention because we’re doing something else or looking at our phone, and, all of a sudden, something pisses us off. Before we know it, an emotion comes out and we’re all fired up. So, you got to learn to move that emotion. Now, what is a big challenge when we get an ambushed emotion? Well, that fires the amygdala, the amygdala, the little almond-sized piece of our brain that has to deal with fight, flight, or freeze.
And the problem with when the amygdala gets fired is it changes the blood flow from the prefrontal cortex, the front of our brain, where executive function and compassion and collaboration live, and put us in a state where cortisol and adrenaline are firing through our veins. Cortisol, so we can just go to the sugars. Adrenaline, so we can get up to speed or whether we’re going to fight or flight. And then we’re not solving anything creatively, and then more emotion can stack on there.
The quickest way to move that, and you have to work on this, is through a box breath is one example. Breathing through the nostril, holding, exhaling, holding. Moving, doing a state change, getting yourself to calm back down from that emotional ambush.
Pete Mockaitis
Okay. That’s good.
Pete Mockaitis
Well said. Well, tell us, anything else you want to mention before we hear about a few of your favorite things?
Alden Mills
I really want people to understand they are their own best leader. Every single one of us is a leader. We have to lead ourselves to get up in the morning. We have to lead ourselves to listen to this podcast. We have to lead ourselves to decide what we can or can’t do. And you have to lead yourself to decide, “What’s the helpful or hurtful thought? Where am I going to put my focus? And what am I going to decide to believe in?” If you learn to lead yourself through those, watch how many people will learn to lead to follow you.
Pete Mockaitis
All right. Thank you. Now, could you give us a favorite quote, something you find inspiring?
Alden Mills
Of course. Seneca, “Success is a matter of belief.”
Pete Mockaitis
All right. And a favorite book?
Alden Mills
I’m really geeking out on this book right now, “A Calendar of Wisdom” by Leo Tolstoy. Daily little wisdom to get your mind in the right place, your thoughts, your focus, and your beliefs to start the day.
Pete Mockaitis
All right. And a favorite habit?
Alden Mills
Telling my kids I love them.
Pete Mockaitis
All right. And a key nugget you share that really seems to connect and resonate with audiences, something they quote back to you often?
Alden Mills
“Is this helpful or hurtful?”
Pete Mockaitis
All right. And if folks want to learn more or get in touch, where would you point them?
Alden Mills
Alden-Mills.com.
Pete Mockaitis
And do you have a final challenge or call to action for folks looking to be awesome at their jobs?
Alden Mills
Yes. I want you waking up every day asking yourself, “What’s one thing I can do that’s going to push me out of my comfort zone, that’s going to drive me to do something courageous, audacious, something that, over time, will change my life?”
Pete Mockaitis
Beautiful. Alden, this is so powerful. Thank you.
Alden Mills
Pete, great questions. I always love being with you. Keep inspiring, brother.

Randall Dean shares practical tips for taming an overwhelming inbox.
You’ll Learn
- The best time-saving investment you can make
- How to keep unread emails from flooding your inbox
- The inbox shortcuts that’ll save you hours
About Randy
Randy Dean, The E-mail Sanity Expert®, author of Amazon bestseller Taming the E-mail Beast, is an expert on time & e-mail management and the related use of technology. For 25+ years his humorous and engaging programs have given attendees key strategies on better managing their time, e-mail, apps & technology.
- LinkedIn: Randall Dean
- YouTube: Randy Dean, MBA, CVP: The E-mail Sanity Expert(R)
- Website: RandallDean.com
- Get a free copy of Randy’s e-book by visiting his Contact Form and writing down Pete or Awesome in the “How did you hear about us?” field!
Resources Mentioned
- Book: A World Without Email: Reimagining Work in an Age of Communication Overload by Cal Newport
- Book: Getting Things Done: The Art of Stress-Free Productivity by David Allen
- Book: Clutter’s Last Stand: It’s Time To De-junk Your Life by Don Aslett
- Past episode: 647: Cal Newport: How to Break Free from Your Email Inbox
Thank You, Sponsors!
- Earth Breeze. Get 40% off your subscription at earthbreeze.com/AWESOME
- BambooHR. See all that BambooHR can do at bamboohr.com/freedemo
Randall Dean Interview Transcript
Pete Mockaitis
Randy, welcome!
Randall Dean
It’s great to be here.
Pete Mockaitis
I’m so excited. We’re talking email. You are the Email Sanity Expert, registered trademark. So, I’d love to start by hearing a little bit in working with so many people and their email, is there anything that’s particularly surprising to you that you’ve learned about us professionals and doing email?
Randall Dean
Well, you know what’s interesting, I’ve been leading programs on this topic for 20 years now, started my company all the way back in 2004, and what I’ve learned over all this time is that not only are people spending, I think, the average that I saw in a published study was a little bit more than two hours per day, but at a lot of the conference events, conventions, places that I speak, I’m getting people answering anywhere from three to six hours a day just on their inbox.
The interesting contrarian fact and statistic that I’ve discovered, I ask people at these programs, I go, “How many of you have had prior training?” And if it’s an audience that I haven’t spoken with before, it’s less than 5%. Less than 5%, not just here in the United States, Canada, Mexico. I’ve spoken in Europe several times on this. And in all of those places almost no one has had strategic or technical training on how to be more efficient with their email on a tool that’s taking 25% to 50% or more of their workday. It’s crazy.
Pete Mockaitis
That’s what’s funny is I think we have a sense, or I have a sense, and I think I’m getting the vibe from other professionals, that we’re spending “too much time” on meetings and emails. Well, first, I just want to check that assertion for validity, because I guess it’s conceivably possible that even if you are spending six hours on email a day, if most of these messages are thoughtful works of written craftsmanship in which you are casting a vision and offering clear guidance, and wisdom, and leadership, and insight, and clarification, and coordination that that might be okay.
Like, you’re doing work. You’re doing knowledge work at a high level. You’re spending six hours on email but those six hours are well-spent in these communications. Tell, Randy, how often is that the case? Or, is, in fact, our assertion correct, that that’s too darn much?
Randall Dean
I would actually say for the vast majority of people, they’re not doing what you just described.
Pete Mockaitis
Okay.
Randall Dean
They’re dealing with 200 emails a day, and they’re trying, in a mass flurry, to get through them as fast as they possibly can, and they’re not writing terribly high-quality and high-level communications. They’re just trying to get through the flood of information that’s coming in at them. It’s funny because I actually talk about email etiquette sometimes and I’m actually of the point, like, make the subject line sort of say what is in the email.
If there’s tasks inside the email, make sure people, right up front, know who’s got what tasks. And if you can’t get down to bullet points, it’s almost the exact opposite of what you just said in terms of crafting really nicely crafted communications. And I actually even mentioned that, if you are going to write something that’s sort of wordy and requires extra time and effort to go through it, you should probably turn that into an actual document, like a Word doc or a PDF so that you attach it to the email, so people slow down and read it more carefully.
Because one of the problems that they have is if it’s sort of a long email in terms of message length and density, a lot of people are just scanning over the top of them and not getting into them because they’ve got too many coming in.
Pete Mockaitis
Oh, Randy, you’re bringing back a fun memory of my first kind of grown-up internship was at Eaton Corporation in Pittsburgh, and I was part of this program, and the one coordinating the program, her name was Amber. And it was funny, her email signature had “Thank you for your attention to this communication,” like in all of her emails.
And it was so funny, I don’t know if this is what she was going for, but it caused me, an insecure 19-, 20- year-old intern to say, “Oh, shucks, I didn’t actually spend much attention on your communication. I better read it again.”
Randall Dean
Yeah, and the thing is, I always tell people, “If somebody’s getting 150-200 emails a day, and you’re barraging them with a 14-paragraph soliloquy, and they miss something, is that really their fault for missing something? Maybe it’s your fault for not getting to the point, you know? So, yeah. Now that doesn’t mean you throw out all rules for appropriate grammar and etiquette.
But I also am a believer that email is best used when communications are simple, obvious, and straightforward. And the minute they start getting complex or confusing, it might be time to pick up the phone or go find the person.
Pete Mockaitis
Yeah, or, I guess, we’ll talk alternatives and tools. I personally love the Loom video, if we’re remote and asynchronous, in terms of, “Hey, these are my thoughts on this matter and some detail. So, you can see my face, hear my voice, see the document, or whatever we’re talking about at the same time.” So, okay, understood.
It sounds like it’s quite rare that email time is time brilliantly spent, and we may, even if we do need to craft a beautiful something, it might be better off in a document. And so, the Tim Cook’s up early in the morning, emailing the day’s leadership wisdom for each of his key team members, it sounds like that’s not what most of emailing is.
Randall Dean
That’s really funny because, I mean, if you’re at Tim Cook’s level and his senior leadership team’s level, then maybe what you described at the start of this conversation might work. Most of the people that are coming into my audiences are administrative professionals, mid-level to low-senior level managers and directors, and they’re just dealing with a barrage of messages, and they’re trying to figure out what they need to get done within these messages, who they need to follow up with from these messages, and how to then turn that into a work day.
And so, a big part of what I’m doing is like, “Okay, here’s how you go through this stuff to figure out what’s important, what’s urgent and what’s not.” So, I think that that’s been a big part of the struggle.
Pete Mockaitis
Yes, I hear you. So, that’s kind of the email vibe we’re talking about here is tons of incoming things, kind of unprocessed, unsorted, that need to be gotten through. And I’m thinking we had Cal Newport, we talked about A World Without Email on the show, and he used the phrase, just haunting, “In some corporate environments, we are human network routers.”
Randall Dean
That’s a good way to put it. I like that a lot.
Pete Mockaitis
In terms of, “Okay, here’s a message that’s coming to me. Okay, I can do this thing. I can forward it. No, it doesn’t belong to me, it belongs over here, forward there.” So, for many of us, it’s about processing large volumes, and having help is awesome. Shout out to my producers. I just forward all my pitches to them and they know what to do. It’s like, “Read all of these thoughtfully and tell me which ones are fantastic finalists.” And so, I don’t read 90% of the pitches in my email, and that’s awesome that they do that for me. I greatly appreciate them.
Randall Dean
And that’s a perfect delegation right there, that not enough people, I think, are doing. And so, I always tell people, “If you’re more of a senior level in your management chain and you feel like you’re spending way too much time, especially on low-level emails, that’s a mismatch because you’re getting paid to do higher-level work than low-level emails.”
So, you got to find a way to sort of fix that a little bit. And it’s probably going to require a reallocation of some of the messaging so that you’ve got somebody else helping you with screening a bit. I think that’s a really good way to put it.
Pete Mockaitis
Okay. Well, I am tempted to jump into tips and tactics, but, first, maybe, can you orient us to, you mentioned, okay, almost none of us get training in this. Can you give us a glimmer of hope or inspiration? What’s on the other side of this? Let’s say we do get some training from this insightful conversation with Randy or more, what’s possible? In terms of when we’ve got our email game optimized, what’s the before-after transformation look like?
Randall Dean
I think email is what you could call a necessary nuisance. It’s something you have to deal with and we’re not going to get rid of it. I don’t see anywhere on the horizon where email is going to completely go away. But when you think about what it is, the vast majority of what’s coming in are what I basically say are a whole bunch of hungry squirrels with the occasional big angry dog, right?
And so, basically, you’re trying to figure out, “Which one of these is the big angry dog that’s barking? And how do I reduce the distraction of all these hungry little squirrels?” And so, when you say “What’s on the other side?” I think having a logical triage mentality with processing your emails that requires some new habits.
But if you get into the habits, and you do it well, you will look at your emails less times per email, you might look at your inbox less times per day in total, you will be able to better identify what’s really important or urgent, and you’ll end up without such a big cluttered mess so that it’s not a distraction in and of itself.
You know, I would bet almost every program I’m into, maybe 15-20% of the audience has more than a thousand emails in their inbox that haven’t even been filed or deleted. And I mean that’s common. So, if you’re in that boat, you’ve got a lot of company. But I can also tell you, I know that when you’ve got just got pages and pages and pages of email streaming in your inbox, some marked unread, some flagged, some starred, most of them not, and you don’t know what is most important, that’s stress. I mean, I just think that’s the definition of stress, and it doesn’t have to be that way.
Pete Mockaitis
Okay, yeah. As you described that scene, I could actually feel my heart rate ticking up a bit. So, okay, less stress, fewer times, fewer total minutes there. Could you ballpark it for us? I mean, I’m sure it varies a lot based on roles and responsibilities and email volume. But in terms of untrained to email Jedi Master, what kind of email time savings might we realize?
Randall Dean
Well, it’s interesting. I had one of my university clients at one time, they had to sort of justify the expense of bringing me in to do the program. They did an ROI justification. And what they did was really cool. They actually asked people about a week or two after the program how much time they thought they were saving from the tips they learned in the program, and how confident they were, they were saving that much time.
And, now, the average person was basically saying they were saving more than two hours a week with a good number of them as much as four to six hours per week. Now, I know that may not sound like a lot, but if you could get a half day to three quarters of a day of additional productivity time every week, I think you’d be pretty happy with that.
Pete Mockaitis
Absolutely. And my mind just leaps to running the spreadsheet. So, two hours a week times 50 work weeks a year, 100 hours. What’s that annual rate for those employees? And now that time spent more valuably. So, Randall, unless your workshops cost a quarter million dollars, I’m pretty sure they got their money’s worth.
Randall Dean
Yeah, I mean, I think it’s easy, low-hanging fruit return on investment. I believe that we figured out that if you extrapolate those findings across all users in the room, that the first year ROI in and of itself was over 2,000%.
Pete Mockaitis
Okay. That’s what I like to hear.
Randall Dean
Because, like I said, it would be a different math if half the people or more already had this training, but if it’s literally 5% or less, it’s almost impossible not to see a significant productivity improvement.
Pete Mockaitis
All right. Well, we’re fired up, Randy. Lay it on us, what do we do to realize these gains?
Randall Dean
Well, when I teach my programs, I’m mostly speaking to professionals using tools like Microsoft Outlook or Gmail, and one of the first things you have to do is just understand how software works. Most people don’t know what the software can actually do. And one of my first tips to anybody is, if you’re using a piece of software frequently, daily, multiple hours per day, there may be no better use of your time if you want to be more efficient to spend a little bit of time at least every week learning another new tip.
Because, by learning that extra tip or two over time, you’re just going to get so much more efficient and so much more time back just by understanding how the software works.
And the one example, really interesting thing, because most people are self-taught, I’m going to play a scenario out for you that happens super frequently for a lot of people. They get an email, they open it, they read it far enough to go, “I don’t have time for this right now,” and then they mark it unread or they flag it or they star it. Okay, now right there, let me share with you the statistic that I believe comes from that behavior right there.
The average professional email user tends to look at each and every email they receive, on average, three to seven times before they finally take a smart action with that item. And I think a big part of the reason that’s happening is because they read it, they go, “I don’t have time,” they mark it unread, they flag it, they star it. It stays in the inbox. This is where your inbox mess is coming from too. And then what happens is you’ve just guaranteed you’ve got to go back and look at it again later.
And so, you’re not doing anything. I mean, you’re really not doing anything with that input, but you are giving it time that is basically worthless time that you’re throwing away. And so, one of the things that I share with the people is a little triage method, sort of based a little bit on the work of David Allen, who wrote the book Getting Things Done. I took training from him all the way back in the early ‘90s. And one of the things that I learned from him is, if something is quick, you do it right now.
Pete Mockaitis
Two-minute rule.
Randall Dean
Yeah. If it’s quick, you do it right now, and don’t you dare keep it for later. I love this. Somebody said, “Let’s go to Ohio. OHIO, only handle it once,” right? So, that should be your philosophy when you run into something quick. And I always challenge people in my programs, “If you’re looking at an email, you figure out what you need to do, and it’s only going to take you a couple minutes, and you don’t have time to do that? Why are you looking at your email? Shouldn’t you just keep working on what’s on fire? Why are you looking at your messages if you don’t have time to handle a quick little thing?” So, keep your focus.
But then, when I talked about what’s inside the software, both Outlook, classic Outlook, new Outlook, as well as Gmail have internal capabilities to take an email and quickly convert it into a related task or calendar item.
And so, I say take a few more seconds to get to the point where you know what you need to do next and then turn that item into a task or calendar item. And then once you’ve done that, if you haven’t got it done, but you got it on your task list or calendar, get it out of your inbox. Because, I mean, you’re done for now. It’s time to either file it for later reference or delete it if you don’t need it. And if you don’t have a good place to put it, make one and put it there. Not really rocket science.
I, sometimes, am surprised I get away with this as a living because, really, it’s sort of advanced common sense, but people just don’t think it all the way through, and they’re very inconsistent with how they’re triaging these messages.
Pete Mockaitis
Well, yeah, what’s interesting is, I think the reason you are getting away with it is because there’s some psychological things at play here.
Randall Dean
Absolutely.
Pete Mockaitis
Because whenever you go to the email, it’s like, “Ooh, here’s new interesting things. Oh, and some of it’s really important and urgent. I better handle it right away.” So, we’re almost never in the mind space like, “Okay, fire up Outlook, fire up Gmail. Hey, you know what? I wonder what all this software is capable of?” Like, we’re not in that headspace to do that.
And those functions, I guess, we’re not as accustomed to them, as well as thinking about the GTD, Getting Things Done, David Allen kind of philosophies of the inbox is merely a temporary repository by which it means, “Hey, you haven’t looked at me yet. Process me out of here in one way or another.” As opposed to, “Let me be the long-term storage facility for messaging.”
Randall Dean
Far too many people are using their inbox for three things. One is to receive and process new items. Two, is their de facto, but very dirty and highly disorganized task list. And, three, is their Uber storage for all things that haven’t left that inbox. And my strong belief, especially with my background understanding some of the GTD-type philosophies is the only one of those three that’s valid is processing new items. That’s what your inbox should be for is processing new items.
If you can deal with it quickly, you get it done. If you can’t deal with it quickly, it then becomes part of your task list or calendar because there, in your task list and calendar, once you understand those tools, you’ll be able to say, “What is the best use of my time right now? Where should I be putting my focus?” And you can’t really do that easily in a big messy cluttered inbox with 200 things marked unread and flagged. It’s just not going to work well.
And then, of course, once you’ve either got it done, got it on your task list, got it on your calendar, get it out of there. You don’t need it in there anymore.
Pete Mockaitis
Yeah. So, help us out, if we’re worried, like, “Okay, I read a message and I realize, hmm, this is going to take some more thought and attention, and it is not to be dealt with now. I’m not leaving it in my inbox. So, what am I doing with it? And how do I make sure I don’t forget about it and lose it if it’s not in my inbox?”
Randall Dean
Now, simultaneously, when I teach the tip about putting it especially into your task list, I also show in both programs how you can turn on reminders. And then, so what will happen is that task will pop back up on your screen at a time when it’s better for you to see it. Not the email, the task, although the email text is typically inside the task that’s been created.
And so, that way you can say, “Okay, I’ve identified what needs to be done. It’s going to come back and find me when I need to see it. I don’t need to leave it where I have it right now. I can put this thing away if I need to keep it for later, or get rid of it if I don’t need it.” And, I think, by utilizing the reminders that are available in both task and calendar, you can relieve some of that stress.
Of course, now I’m going to say this, I regularly get my inbox down to close to zero every day, which makes a lot of sense because I’m teaching people how to work their inbox. But because of that, what I’m trying to teach people is, once you get that inbox down to close to zero, that’s when you shift your focus to your task list and your calendar by habit.”
“If there’s nothing on my calendar right now, no meetings or blocked time for anything, then I work my task list until it’s time to go back and check my email again, or go to my next meeting.” And so, you just sort of get into this habit of where you’re surfing across those three tools throughout the day, balancing your needs to get your critical focused work done with your needs to periodically get back to people.
And I think if you can get yourself into that habit, that flow, you can both reduce the distraction of your email, reduce the time spent on your email, and potentially increase the time you’re spending on your more important stuff, which is the goal of all this anyway.
Pete Mockaitis
Okay. Well, let’s say we’ve scheduled a time, we’re going to spend 30 minutes or so processing this email, and just rocking through it. How do you recommend we execute this step by step? You mentioned triage.
Randall Dean
Yeah. Well, like I said, I think if you’re going to open an email, you look at it once. If you look at it, what do I need to do with it? If it’s quick, deal with it now. OHIO, only handle it once. If it’s not quick, it goes on to your task list or calendar, and then you either file it for later reference or you delete it. And if you don’t have a good place to file it, make one and put it there.
And I will say this, nobody’s perfect at this. I’m not perfect at this. But the closer I get to following that triage mentality when it comes to processing new inputs, especially at the start of the day, but maybe a few more times throughout the day, the more efficient I feel myself getting at dealing with this, once again, necessary nuisance, and keeping the squirrels under control.
So, that’s sort of the goal is, “I want to keep these squirrels from taking over. I want to be in control of this input stream.” And the way to be in control of that is by having a good consistent strategy, habit, routine on how you deal with them and try to stick as close to it as you possibly can.
How much time would you save over a year if you went from looking at the typical email three to seven times, down to once maybe twice max? How much time would that give you in a year?
Pete Mockaitis
Well, it sounds like perhaps 100 plus hours.
Randall Dean
I would think so.
Pete Mockaitis
Well, so you mentioned, learn the software. And I remember there was a day, and I was. I was just goofing around in Gmail, and I think in the settings, I saw enable shortcut keys.
Randall Dean
Yeah, yeah, I show that in my Gmail sessions. I actually go in the settings and I click on the link that says keyboard shortcuts. And, I mean, like that’s a classic example. It’s right there in your settings. You click on it, it opens up. It says shortcuts for computer, for Android, for iPad, right? And I’m like, “My gosh.” And then it’s got like 14 categories of ways you can use the shortcuts; each one is its own drop menu with a whole list of potential shortcuts.
And I tell people, I go in there and I show it, and I say, “Now look at this. This is a classic example. Print that. Print it onto a sheet of paper, set it right next to your computer, highlight two, three, four of these things that you want to get really good at, and then practice them for the next week or so. And then once you feel like you got those ones down, cross those out, highlight two, three, four more.
Once you get those done, then go back to the next drop panel and print that one and do the same thing. And if you just did that, picked up two, three of these keyboard shortcuts a week over the next year, you’d be like a maestro. I mean, you would be fantastic and so much more efficient at just doing the normal little stuff on your computer because now you don’t have to move your mouse to do it.
Pete Mockaitis
Absolutely. When I made the discovery, I was astonished at so many levels. One, I thought, “How is it that these have been here the whole time and I was not aware?” Two, “Why were these not just automatically turned on as the default setting?” because I guess it was not at the time. Maybe it still is not. And, three, “How come none of my friends, who know I love productivity, ever felt the need to share this with me,” probably because they assumed I already knew it, and it would be insulting to bring it up to me.
Randall Dean
I’m going to give you a different assumption.
Pete Mockaitis
All right.
Randall Dean
They don’t know about them either, because nobody has the time to go take a look. That’s why I said, especially if you’re using Gmail, just in the last week, I saw two things that have changed. They’re constantly working on things behind the scenes. One of them was really minor. They moved it from the little three dots at the top of the screen to the little three dots over to the side of the screen.
And so, I was doing a live program, and I go where it’s always been, and I’m like, “Uh-oh, it’s not there anymore.” And then, just out of nature, I went over to the one, “Oh, there it is. They moved it.” And they’re doing that kind of stuff constantly. And so, I think when you’re using a tool like Gmail, as well as maybe the new and Web Outlook because those are sort of Cloud-based, real-time being updated type tools, you want to go in and look into your toolkit quite frequently because there’s new stuff showing up all the time.
Pete Mockaitis
Yeah, that’s telling. And you’re right, and doesn’t take a lot of shortcut knowledge. The ones I use all the time is J for next message and E for archive message. And you can do a lot of damage if you just say, that’s how I like to triage, I go, “What are the emails I can archive without even really reading? Like, I can just know these can disappear in under three seconds.”
And I go J-E, J-E, J-J-E, E, J-J-J. And it’s just like, boom, flying through it. And it does feel like you’re a maestro. It’s cool. Can you share with us, what are some other software discoveries that are eye-opening and game-changing for people?
Randall Dean
Well, I think one of the biggest ones that most people don’t realize, both Outlook and Gmail, you can actually utilize the Signatures tool as an automated response template manager. So, basically, like let’s say there are certain messages you’re sending all the time, and the same question keeps coming up over and over again. You go into your Sent folder to find the last time you sent it so you can forward it again until the next time you need to send it again.
And every time you’re doing that, you’re spending, I don’t know, a minute, two, three looking for this thing in your sent folder. You could just copy and paste the text of that message. Go into your Signatures tool in both Outlook and Gmail, create a new signature, give it a name, paste that text into the copy field with your signature at the bottom and hit OK. And now from this point forward, that message reply is push button.
So, as soon as somebody sends you the message, you just copy their email address, you go up to your signature, you pop that into the message, put their name in the Send field, personalize the “Hi, Joe” and then, boom, in like five seconds, you’re sending that message. Not two minutes. Five seconds. And so, that’s like a great example of a way that once you learn the way the software works and what it can do. I always tell people get the word signatures out of your head, replace it with automated email sender, and use that three to five times a day, that you just got half an hour right there.
Pete Mockaitis
Lovely. Well, boy, there is so much we could cover. So, Randy, I’ll just leave it to you to curate. Could you give us maybe the top three transformational tips or practices in terms of this takes very few minutes but it will yield you very many hours?
Randall Dean
One of the things, and this is a little bit of a technical tip, so I’ll describe it, but it always gets the oohs and aahs when I’m doing my program. Did you know that you can just highlight a piece of text in Outlook, Word, Excel, PowerPoint, Google Docs? You can highlight it, release the click, then pick it up and move it to a different place.
And here’s the thing, it’s like almost like a shortcut to copy and paste, cut and paste. And the thing is that it works on all of these tools – Outlook, Word, Excel, PowerPoint, OneNote, Microsoft Teams, Google Docs, Google Slides, even on a lot of web forms it works. And if you can get really good at this, it’s like this quick little thing that you can do to allow you to take a piece of information that’s in the wrong place in your document or file, and quickly move it to the right place in your document or file.
And little tips like that, I think, can, you know, I will say, you know, when I show that to people and they’re all going like, “I didn’t know that I could do that.” I go, “Ah, I just gave you three days this year. There’s your three days.”
Pete Mockaitis
Yeah, I guess we’re saving the Command X and the Command V steps in doing that. Okay.
Randall Dean
And, I mean, it’s literally going to save you a second or two every time, but that second or two, multiplied by 40,000 times a year, it’s going to add up. The other one that I love is that a lot of people don’t realize this. When you’re creating folders, that you can use a special character, like an exclamation point, or even a number, and that will allow your folders to supersede alphabetization. So, what you can do is identify the folders you use the most or that are most important, and move them to the top of your folders list.
And that’s another one that is just like a no-brainer, super time saver, because now, instead of having to go all the way through the alphabet, you’re truncating that, and you can get to the folders you use most frequently right there at the top of your list. And that works not just in your email. It works in both Outlook and Gmail, but it also works in tools like OneDrive and Google Drive with your folders for your documents and files. You can actually move up your most used folders to the top and save a ton of time there, too.
Pete Mockaitis
Nifty. Okay. What else have you got?
Randall Dean
The other one that I really love is to get into the settings, you might need to go into rules in Outlook. You can also do this in New Outlook. You might have to go into Settings, Mail, Notifications. So, they’ve sort of moved it just a little bit. And in Gmail, you might have to go in and set up a filter to do this to make it all work.
But the basic tip is this, identify who your most important senders are. You know how I talked about the big angry dog? You want to identify, “Who sends me emails that are my big angry dogs?” Because what you can do in these tools is you can then go in and tell Outlook and Gmail, “These are my most important people. So, when they send me a message, I would like a pop-up or I would like a unique sound.”
And that means that you don’t necessarily have to get distracted by every squirrel, but when it’s one of those most important people, you certainly can. You can be, “Okay, boom! You know what? I’ll make a different sound, ‘Dun-da-dun-dun’ instead of ‘Doo-doo-doo-doon,’” you’ve been here for years and years, you’ll hear the “Duh-duh-duh-duh-duh.” “Oh, I got to stop for a second, I got to see what this one is.”
And so, that way you don’t feel like you have to look at everything coming in right now because you know that the really important things are going to probably jump up and get you, which means that actually, you might feel a little bit more comfortable keeping your focus on things, knowing that it’s going to tell you when the big angry dogs bark.
And I’ll even add one little micro thing about this. That same capability of setting up those rules can also allow you to set rules to auto-delete things that you don’t want to see at all. So, not only can it help you know when your most important people are trying to get a hold of you. It can also get rid of a bunch of the junk and spam automatically so it’s not even taking two seconds of your time.
Pete Mockaitis
Cool.
Randall Dean
So, it’s both sides. It helps on both sides of this. One last thing I’ll say is Outlook, specifically, will even allow you to set a priority level. So, like, I want to know when I get an email from my boss that is marked important. See, and it will only make the special sound when it’s from my boss marked important.
In that way if you’ve got an enlightened boss, who’s also taken my program, they’re going to learn that they should only mark emails important when they want faster action. Everything else can just be processed in normal strategy. And I always make the joke, “If every email you send is marked urgent or important, none of your emails are truly urgent or important.”
Pete Mockaitis
Understood. Well, tell me, Randy, any final things you want to mention before we hear about some of your favorite things?
Randall Dean
Once you get this efficiency regained, then you can actually take advantage of some of the other tools in in the suite – calendar, contacts, tasks, notes, maybe tools like OneNote or Google Keep, Teams, Drive, Planner – to get significantly more prioritized and strategic with that extra time you’ve now created.
And if you can get to where, you know, you get that email under control, it’s not taking quite as much of your day, you’re getting some of these efficiencies in time, then maybe you can actually step your game up to be a little bit more prioritized, more strategic, more effective, because now you’ve got this new necessary nuisance under control a bit.
Pete Mockaitis
Well, thank you. Well, now could you share a favorite quote, something you find inspiring?
Randall Dean
Well, it’s funny. I put it in my book. The quote is from Gandhi. It’s, “Be the change you wish to see in the world.” But I then put right under it, “Be the change you wish to see in your inbox.”
Pete Mockaitis
All right. And a favorite study or experiment or bit of research?
Randall Dean
It’s more than 20 years old now, it was by the group called Basics. And they actually did a study where they got permission to go into a whole bunch of different organizations, have their researchers stand around just waiting and watching for people getting unexpectedly interrupted, and they tracked what happened.
And they found an interesting thing, that people that get unexpectedly interrupted in the workplace, after that interruption has been handled, they answered the question, they had the conversation, they get off the phone call. The interruption is now over. If they’re not ready for that interruption when it first occurred, they will then spend an additional four to 15 minutes each and every time before they get back to what they were working on, because they lost their place and they forgot what they were doing.
And so, the little micro tip that I share is, if somebody interrupts you, you can just go, “One second, please,” grab a sticky note and write down exactly what it is you need to do next on whatever you’re working on, put that right on your computer screen. And the goal of that is so that you’re basically leaving yourself bookmarks throughout the day, “Oh, yeah, that’s what I was doing.”
So, the interruptions can still happen, and I even say, I think it will help your communication quality because if you don’t do that, what are you very often doing the whole time you’re talking to that person?
Pete Mockaitis
To remember you’re still doing the thing, yeah.
Randall Dean
Trying to remember where you’re at, which means what are you not doing, listening? And that is where mistakes and errors of omission creep in, too. So, I think that’s just a classic little study that can then morph into it. And I always conflate that, you know, four to fifteen minutes per, and then I will ask my audience, I’ll go, “What do you think, 10 to 25 a day, 10 to 25 unexpected phone calls, stop-bys, interruptions, text messages?” And people give me the head nod.
I go, “If I’m right on this, that means you’re losing 45 minutes to as much as two hours a day just because you’re getting distracted that many times per day. And if you can get it down to where you have a strategy for that, that could create another hour or two, daily.”
Pete Mockaitis
Yeah. And a favorite book?
Randall Dean
It’s called Clutter’s Last Stand by Don Aslett.
Pete Mockaitis
All right. And a favorite habit?
Randall Dean
Don’t start your day in your inbox. Start your day in your calendar for a few minutes. Not just looking at today, but looking forward to see if there’s anything coming you need to get ready for. Are there any blocks of time that you could block for more strategic use on your key projects or activities? And then build a short, focused task list for today that matches your key projects and responsibilities, but also your available time.
If you’re doing that right, that should only take you three to five minutes at the start of the day. But you want to do that before you even dare open your inbox. Because if you open your inbox first, it’s basically like going over the door of the office, opening the door, and saying, “Come on in, squirrels! Take over,” right?
So, I want you to get into your time, your projects, and your tasks for a few minutes before opening your email so that you put that email into perspective. And then if the email fully takes over, it probably should. It probably is the most important thing. But if you’re not looking at your calendar and your projects and tasks first, how do you know? You’re just guessing.
Pete Mockaitis
All right. And if folks want to learn more or get in touch, where would you point them?
Randall Dean
I would just say go out and check out my website, RandallDean.com, pretty easy. That’s Randall, R-A-N-D-A-L-L. And if you go out to RandallDean.com, I’m also on LinkedIn. I would say search “Randy Dean” to find me. And I have a popular and growing YouTube channel too, and I think you could just type in Randy Dean, email, and it’ll probably, something of mine’s going to pop up right near the top of the list, so, yeah.
Pete Mockaitis
All right. And do you have a final challenge or call to action for folks looking to be awesome at their jobs?
Randall Dean
Rome wasn’t built in a day. Pick two, three, four pieces of low-hanging fruit, do those first, baby steps. You don’t have to become an expert overnight, but find those really good nuggets wherever you find them and try to integrate those right away, and then build your system from there.
Pete Mockaitis
All right. Randy, this is fun. Thank you.
Randall Dean
Yeah, I had a good time.


