After spending the last few days managing a massive volume of email, I decided to look online for some practical tips that can be practiced to be more efficient and effective in preventing email overload. The attached article recently published in the AICPA online news provides several practical tips such as :
- Adopt an email folder system to organize your emails
- Use filters to automatically file or better yet delete unwanted emails
- Don’t use emails for conversation, try good old telephone or in person conversations
- Don’t allow emails to interrupt workflow or other planned activities
- Avoid “reply to all” when really not required
- Don’t skim and skip to come back later, handle once
- Think before you send, is the email important? would you want to receive it?
Read the full article and helpful insights when dealing with a deluge of email at:
Tune in to IORGCast #10 as Nathan Zeldes, Lele Terenzani and Luis Suarez challenge the listener to consider “Why use e-mail”? With almost 20 years of experience in not using email in the workplace, Lele and Luis share their experience on the choices individuals can make by using multiple digital tools that enable more open communication and collaboration across organizations. Learn why email is where “knowledge goes to die” and how to move away from old ways of working into a more collaborative and effective channel of communication.
In this IORG Webcast, Marc Powell and Dr. Monica Seeley discuss “Digital and Collaborative Agility”.
They discuss notifications, our everyday stream of continuous beeps and information, and the impact of these into our Information Overload.
In this conversation we cover:
1.Overview – the big picture of the digital collaborative space (email, collaborative tools, social media,)
2. How to start reducing the information overload – plan the tools you want to use and for what purpose3. Getting started – Small pilot
4. Skills needed – learn to communicate clearly and effectively and use the technology
5. Traps to avoid
6. Evaluate the benefits – qualitative and quantitative
7. The way forward
Too much cc’d email is one of the main causes of information overload. This is one of the main factors to emerge from various client Smart Email Management workshops which Mesmo Consultancy have been running.
Email is basically wall paper covering much deeper cracks in the business regardless of the nature of your business. Too much cc’d email is generally symptomatic of a variety of challenges and dissatisfaction with the organisation. The six main ones are as follows.
- Uncertainty about your job. We live in extraordinary times regardless of where you live. In the UK it is Brexit. In the USA it is the war of words with China and the Middle East. Nearer to home your organisation might be the focus of a merger, investigation into financial or human misconduct (#Me Too).
- Blame culture.Despite all the talk of open and trusting organisational cultures, observations indicate that few people really feel this is true. When something goes wrong, the first question is nearly always ’where is the email that….’ Consequently people cover their backsides by copying in everyone.
- Lack of recognition for ones efforts. Again, most organisations have value statements which include something around valuing excellence. Yet many would say on pat of the back is rare: so they seek attention by copying in as many as possible and especially their line-manager.
- Mushroom management. No clear understanding about who really needs what information. When was the last time you discussed with your line-manager what information they really want to see?
- Micro-management personality. Yes your inbox is a DNA fingerprint picture of you in every including your management style as illustrated by Seeley and Hargreaves in ‘Managing in the Email Office’. Some people are by nature micro managers and want to see every email their team send. This is not the place to argue the merits of this behaviour.
- Meeting bloody meetings. This leaves no quality time for people to speak to each other either by face-to-face or phone (and especially team members and their line-manger).
So how do we reduce the cc’d email overload culture?
There are no short terms solutions. The first step is to audit your inbox. Cluster the incoming emails and look for patterns and to which of the above categories these fall. Second, decide which you can tackle at the individual and team level in the medium terms. Third, decide whether or not the organisation culture needs modifying.
Here are three case histories
- Senior Management Team of large IT Department. They found that the biggest problem was their back to back meeting culture. By allocating Friday pm as meeting free the volume of cc’d emails dropped dramatically.
- IT Director. He identified which team members he was confident trusting (for example long standing and new joiners but very knowledgeable). He then changed how and when they communicated.
- Director of Local Government Organisation. We audited his and his EA’s inbox to identify which email he actually read and which were dealt with by his EA. It was a very small percentage of the cc’d emails he received. This was feed back to the team with guideline on how to get things actioned quickly.
Change does not happen overnight. Moreover, there often is a big gap between perception and reality. You need to keep telling people what email behaviour you expect and eventually over the course of a few months you will see a drop in the volume of unnecessary cc’d email. Nudge Theory can be very useful for reducing email overload and hence information overload.
The Brieflab [https://thebrieflab.com] issues a brief report: Tuning In, Tuning Out: How Technology has become Our New Noise. From their survey of 1119 professionals, 60% stated that at least 1/2 of their emails are useless. These same persons said these e-mails were a hindrance to attention discovered that devoting more time in the day for quiet, uninterrupted activity improved productivity. Proposed 7-7 rule, 11 minute unplug and preferred senders club. Got your curiosity to obtain this report? Marty EndInfoOverload
A problem with email is that it has evolved to become a catch-all accepting numerous kinds of messages, many of them far removed from its original intent to serve one to one communications. One kind of message that is hiding in our inbox but is not really a part of the real email paradigm is newsletters and updates from blogs and other websites. It is easy to subscribe to these, so people do; but then they get countless emails that are diluting the “real” messaging content.
The ideal solution to this is moving that newsletter flow away from email and into an RSS newsreader like Feedly or Feedreader. I suspect that too few people are using these tools, which is a pity, because RSS is ideally suited to consuming pushed news, by converting them to pull mode reading. The email inbox has the disadvantage that users perceive it as needing to be cleaned out regularly – ideally attaining “Inbox Zero” every day. This creates stress and overload. An RSS reader is also like an inbox of news items, but it is used for browsing – you eyeball the latest items and decide which to click and read. No need to clean them all.
This subtle difference in use model makes a huge difference in mental stress. Take my advice: anything that is not personal communications yet is of value to you is best consumed in a newsreader!
A student of mine once did a little research project to check what features of Gmail people were using. Her findings: he great majority of users were only using it to read, compose, forward, reply and delete. All the wonderful advanced features that could make them a great deal more productive were unused and unknown to them. They never bothered to investigate them… or to “read the manual”.
This shameful ignorance is of course common in all computer tools. When I was computing productivity manager at Intel I analyzed the email overload situation and one root cause I found was precisely this lack of knowledge of the productivity features of our email client (Outlook). I subsequently developed a Web Based Training module that all employees were required to take, which showed them how to use the tool – effectively.
I strongly recommend you do this: take 30 minutes to acquaint yourself with all the options and controls of your email client. You’ll save hours and hours every month, forever.
Read the f****** manual!
As IORG Social Media Chair, for the past four weeks my theme has been whether or not email overload will still be a problem in 2019 and if so how to reduce it.
Clearly, there are now multiple excellent other ways to communicate electronically from instant messaging via Skype for Business or What’s App to sophisticated collaborative tools like Slack or SharePoint. Sadly, what often happens is that organisations adopt alternatives to email with no clear guidelines on what to use when. With no clear conventions and frameworks all that happens is that email overload turns into a severe attack of information overload because now you have at least three if not four or five different channels to check.
In the absence of organisational guidelines, here is a simple framework which others with whom I have worked have found very useful. Its called the PNPD Framework for Thinking Outside the Inbox
For any form of communication, there are basically four factors to consider when deciding which medium to use.
- Privacy – what level of privacy is needed?
- Numbers – is it one-to-one or one-to-many
- Permanency – do you need an audit trail of the exchange?
- Delicacy – how important is it to be able to see the other persons reaction as you converse so as to moderate what you say accordingly?
Here are two examples of how to apply the PNPD framwork to think outside the inbox to reduce email and information overload.
For more information on the PNPD Thinking Outside the Inbox Framework see Taking Control of Your Inbox.
It is my view that email is here to stay and the real challenge is how to manage our use of it better.
What is your view?
Recently at Emailogic we had the opportunity to take part in an academic study to have email training tested for its effectiveness on productivity and well-being.
Busy senior service managers at Guy’s and St Thomas’ NHS Foundation Trust in London UK all agreed that email overload was an issue needing attention.
100 of these senior managers attended an email best practice training course.