How to Cope With Email Overload in the Workplace

For some people, emails improve productivity. For other people, emails have exactly the opposite effect. A 2005 survey on workplace productivity, conducted by Microsoft Office and evaluated by ConStat, an independent research analysis organization, indicated the average American worker receives 56 emails per day -- slightly higher than the global average of 42 per day. To deal with the constant bombardment of messages, workers need to develop organizational strategies to deal effectively with mail and prevent overload.

Instructions

1. Review your inbox to identify the types of email you are receiving. Unsubscribe from magazines and news articles you don't have the time to read, and stop receiving alerts and notifications. If necessary, set up a separate spam account for alerts and notifications -- checking it only as time permits -- but make sure nothing is diverted to that account that cannot be deleted unread if it becomes too full to deal with.

2. Develop an organizational system for your emails. Use folders to store related topics. Your inbox should be uncluttered and limited to items that you have not yet read, or items that you plan an immediate response to. Set reminders or flag emails for a certain response date if emails require additional research.

3. Designate specific times of day to read and review email and avoid the temptation to check new mail each time something new arrives.

4. Set an example by sending more relevant email yourself. Address the subject fully in the subject line, for example: "Do you approve filling the vacant secretarial position?" as opposed to "Staffing needs." Don't cc multiple people without an explanation of why you are doing so. Instead, include a brief notation, such as "MR: Requesting your approval; LZ: Please prepare the recruitment paperwork if MR approves; JG: adding one FTE to the budget."

5. Send less email. The less you send, the less responses you will get. Avoid the temptation to have the last word -- such as "see you then," "thanks" or "see you tomorrow" -- if the issue has already been resolved.

Tips & Warnings

• Consider using color-coding to distinguish important emails.

• Don't rely on everyone reading the email chain; instead, summarize the issue upfront in your email. This makes the responses more relevant and less time will be wasted overall.

• Setting aside a certain time per day to deal with emails can result in a delayed response to something urgent. If you decide to adopt this approach, inform your boss and co-workers of your daily schedule so that they know to call -- instead of email -- you in an emergency.

References

• Harvard Business School; Tips for Mastering E-mail Overload; Stever Robbins; October 2004
• Santa Clara University; E-mania: Ethical Approaches to E-mail Overload; Miriam Schulman; June 2005
• Gigaom; 11 Tips for Dealing with Email Overload; Dawn Foster; April 1, 2011
• Microsoft; Survey Finds Workers Average Only Three Productive Days Per Week; March 2005