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Is your life consumed by email?
If 1997 was the year of the Internet, 2007 must be the year of the email overload. We've all talked about, we've all complained to each other, and we all know business needs to do something about it.
As the inbox goes up, productivity goes down!
We're not talking about 'spam', 'junk' or 'Viagra' emails! We're talking about those 400 business/professional emails you get that are legitimate calls to action that come from employers, employees, customer and clients. All asking you to read something, write something or review something.
Email may have revolutionised the way we communicate...but boy has it come at a cost. Turns out, on average, people are living their life by their 'in box', spending anywhere from 2 to 4 hours of their 8 hours a day answering emails. In fact, some colleagues simply don't ever get out of their inbox!
So what can we do to overcome this inbox overload? Before you start any of the below recommendations, ask IT to take some statistics of email usage right now. You'll need some stats to benchmark the success of your email revolt!
1. Start at the top...devise and document or rethink your email usage policy.
As mentioned above, we're not talking about spam and junk or sending and receiving jokes. We're talking about putting down on paper the exact purpose of email, when it should be used and when it shouldn't. We all think about how much money is saved by not using the phone...guess what, productivity costs are rising as the inbox rises. A direct, to the point phone call can have a problem and resolution sorted within 5 minutes.
2. Ban the global 'all mail users' email
Unless it is imperative that an urgent or whole of organisation email needs to be distributed, ban the ability for staff to send out global emails. We've all heard about the organisation where a staff member has sent an email to all 350 staff with a 5mb file attached...to the delight of the IT department. Perhaps a deterrent would be to 'fine' the culprit or ask them to lick stamps on to 350 envelopes in there lunch break!
3. Ensure there are other ways to advise staff of 'lost earrings' or 'car lights on'
As heartbreaking as it is to lose an earring, set of keys, or leave your car lights on, email is not the communication channel that should be used for these messages. Organisation's need to ensure there are other means of advising staff of these items. Intranet that have a life and are dynamic with 'lost and found' or 'alert' sections are the place. This way if you didn't drive your car to work, and don't wear earrings, you're not going to be bothered.
4. Keep emails to the point with clear actions and timeframes
If you do have to use email, and let's face it we do, keep them to the point with clear actions required and timeframes. This also includes the presentation of the email. No one wants to open a long winded straight text email. Break up sections into paragraphs, with bold headings. If you need to create a lengthy but important email, bold certain words or phrases (for scan readers) and make sure you bullet point summarise at the completion.
If you have an action required, ensure you give clear directions, a timeframe for completion, and what to do if they cannot meet the obligation.
5. Close down your inbox when not in use
Most people I know (and yes I'm guilty of it too) spend all their working life in front of the computer with their email open. No matter what we are working on, we hang off the 'you have mail' message.
We all know the first step to change is to 'help yourself'. So, set aside 1 hour a day for email management, and 1 hour only (let's say 2.00pm after lunch). At 2.00pm open your inbox, work your way through prioritising emails, do what you can, and at 3.00pm close your inbox...and get back to work. Ok, not enough time, then try 2 x 1 hours sessions (am and pm).
To help achieve this, you might like to consider having an auto reply:
"Thank you for your email. It will be reviewed and prioritised within the next 24 hours. If the matter is urgent please contact me directly on (your phone number)."
We all know that if we really need something urgently the phone still works the best.
6. Friday Email Free Day
A colleague of mine told me about a company that basically 'pauses' the mail server on Fridays. You may well laugh and think 'yeah, but our company is too important to do that'. Guess what, 10 - 15 years ago we all ran perfectly profitable successful businesses without email...we talked!
Email Free Day works in that people can create emails, but nothing is sent or received until Monday morning.
7. When all else fails...give awards
If all else fails consider monthly awards for the employee with the least 'sent' emails, and of course the 'tosser' award for the person with the most 'sent' emails. This will certainly make people think twice before they hit the 'send' button 100 times a day.
Even if only one of these tactics makes it through, hopefully productivity increases and email costs decrease.
