After
being out of town on business for just one day, I have 332 unread emails. This is not uncommon.
Initially,
email was the perfect answer for effectively communicating in the business
world when it was difficult to reach someone by phone. It also had the
advantages of reaching multiple people with the same message, providing a written
record of interactions and connecting with people in varied time zones. But,
this innovation, as do many, has come with a curse—email overwhelm. Replying
and composing take up far too much of our work day. This puts us on our reactive heels when we
should be spending our precious time strategically based upon what matters
most.
Communications skills training experts have come up with ways to reduce the email load. Here
are their suggestions:
- Set an Example. Make your goal of reducing the email flow known and ask others to do the same. Propose a target of 10% reduction within a month. Think of how much more time you would have to take care of “real” business.
- Prioritize. Forward only those emails with critical information.
- Be Selective. Copy only those who really need to know. “Reply All” is used far too much.
- Make a Choice. Question whether email or a phone call is the better medium for what you want to convey.
