The latest approach on reducing time on e-mail requires a must do team-wide or even corporate-wide cooperation. Exploring strategies that everyone could benefit from will also be a great way to raise awareness about what is acceptable practice and what is not any longer. The fact of the matter is that 8 out of 10 people will respond to an e-mail, thinking that they are productive, within the hour; even on weekends.
To reduce the time you spend on each e-mail:
Have you provided yourself and the team with the training to the basics, shortcuts, folders etc.?
To reduce the number of e-mails:
- Have you considered banning e-mail between some time late afternoon and 6:00 am on weekdays and all through the weekend?
- Have you designated Blackout Wednesdays (example): no emails will be sent or received during specific times that afternoon? You will be able to, in time, expand this to an entire day?
- Have you adopted new policies around pointless cc’ing that is usually continued by the unnecessary replies?
We all agree that the e-mail tsunami needs to be contained. I believe the facts could help people realize the enormity of the issue. We need to have a reason for moving out of this painful situation; it is costing us too much. Calculate how much time you currently spend on e-mail, year-wise.
Here is mine: I started by admitting to average about 2 min. per e-mail (1). I deal with about 40 e-mails per day (2); I do work some weekends (300 days per year).
Calculating Total Time on E-Mail per Year = (1) _____ X (2) _____ X 300 = _____/60 minutes (per hour) = _______ hours/year spend on e-mail.
Total time on E-mail (per year) = (1) 40 X (2) 2 X 300= 24,000/60 = 400 hours per year or 10 weeks per year on e-mail!
If I can enlist the team to assist me in reducing the time spent on each e-mail by 30 seconds, I will be able to save 2.5 weeks of time!!!
It is costing too much to not make the change to adopt one or more of the above stated methods.