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How to Combat Email Overload in the Workplace

How to Combat Email Overload in the Workplace

20th October, 2012
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The Management of email is something that all of  has to contend with, during each working day. As an example, we do have a client, which as part of his business,  receives close to 1GB of data and nearly 1000 email messages each day. So how do you deal with this? Do you create rules to cull or move the email to specific folders or do you religiously only look at email at certain times during the day? I don’t receive a lot of email but do approach around 300 messages daily, comprising of junk and messages that must be read and some responded to and know how easy it is to accidentally delete or not see an important message.  Our Global newsletter below offers other tips that you may find useful.

Global Newsletter – October 2012

With the introduction of smart phones, our work lives were supposed to become easier. No longer would we have to be at the office to handle something – we could do it on the go! Spend more time at home! Work remotely!

 

Unfortunately, most of us have become slaves to our inboxes thanks to modern day technology in the workplace. People email at all hours and expect a reply. Or worse, the only time we work remotely is when we’re taking a personal or sick day. So how do we reclaim our sanity? Start by introducing new communication channels in your office. With a few new methods – or the one that best fits your company’s culture – you’ll be working more efficiently in no time.

 

Not every question needs to be emailed: It’s amazing how rarely we pick up the phone and actually talk to each other anymore. Often, we think emails are the most efficient way to get an answer, but if you’re not clear in your email, the conversation could go on and on. Instead, introduce messaging services like Skype or gChat to your workplace. If HR allows, these services are great for quick questions, phone calls, and even video chats. Because you’re able to see if your co-worker is busy or available, you can shoot them a message and jump on a quick call or chat in seconds.

 

  • Project Management: Ever work on a massive project through email? No matter how many folders you create, you’re still bound to get lost in all the deadlines, sub-projects, and more. Instead, introduce project management tools to your clients or co-workers. These sites allow you to create projects, assign tasks, and generate automatic reminders. Even better, they tend to keep the working conversations on the site and out of your inbox, making your work more efficient and less stressful. Sound good to you? Check out Basecamp or Desk.

 

  • Be efficient: If you must use email, be sure to use it efficiently. If your email requires a long explanation, ask yourself, “Would it be better if I just called them or set up a meeting?” Also, if your email touches on several projects, consider breaking it into separate emails. While this may seem like you’re flooding the person’s inbox, it should help them to sort through their emails by project and respond appropriately to each in its own thread. Lastly, avoid emailing an entire team. Establish a project manager or lead contact to whom you can email your updates. If your email doesn’t ask each one of the receivers for something specific, it’s unnecessary to them. Consider leaving them out or CC’ing them when needed.

 

What other methods have you found useful for cutting down on email fatigue in the work place? Is it something your workplace deals with? Or have you even introduced a company policy to alleviate the problem?

 

If you would like to learn more or have any questions about these tips, contact Computer Troubleshooters – Parramatta.