The root cause of the e-mail overload problem is us, our powerful psychological tendencies. Fear and uncertainty and/or the need for instant gratification are powerful drivers for constantly checking one‟s e-mail.
#1: Lack of prioritisation
- Fast response to important matters that require your decision.
- We tend to read and respond to these “easy” or low priority e-mail first.
- The use of mobile devices in meetings to check non critical e-mail is not only a distraction but dilutes the quality of decision making.
#2: False sense of productivity
Quick e-mail checking or response offers a false sense of achievement and a false sense of control. In spite of working on many e-mail many times during the workday, many people wonder by the end of a day, what they have accomplished, and question the value of their contribution.
- Establish clear decision making process
- Inform your team not CC you emails unless its a final outcome/decision
- Establish guidelines on how to send emails and when to CC or FWD without making it a policy!
#3: Send Less to receive Less
- Do not cascade down unimportant communication
- Set a target of reducing your email outflow by 20% in the next quarter
#4: Consider alternative channels
- Use social/collaborative software for your team (if you need ideas talk to us)
- Email handled well reduces meetings. And meetings handled well reduces emails!!
- Respond quickly and clearly to those who need your attention or input — this will reduce the amount of email you receive
- When you can’t reply immediately, file the emails for action later
- Take an email sabbatical on occasion to give yourself a break
- Assume that email is the real problem — a clogged inbox might mean you haven’t established clear priorities
- Send one-word emails and reply to everyone on a thread — the more email you send the more you will receive
- Think a company-wide policy will solve your email problems — focus on what you can control: your own behavior