Summer will soon be upon us – the dreamy season for taking your time, or maybe even starting a slimming regime. But what if you want to do the same with the deluge of information clogging up your e-mail inbox?
We never dare to comment, but it’s clearly suffering under the weight of the number of messages it receives and no longer knows what to do with. And neither do you, for that matter.
So, help it out! You can start by making a few life-saving changes to alleviate the strain on your inbox:
- Greet your office colleagues and suggest (verbally) that you go to the canteen: that’ll always save on a few mailing lists.
- Answer their phones when you’re outside their offices: this will mean that they don’t receive e-mails asking them to call back as soon as possible.
- Stop copying everyone into e-mails to keep them up-to-date: do you read e-mails that you’re copied into? No, hardly ever. So put a stop to the collateral pollution!
- Don’t copy your superior into an e-mail when you’re asked to do something: the chances are that he’s already been in the loop from the outset.
- Publish information on the blog, wiki or internal social network: it’s ideal for sending a message to everyone, as they’ll all see it when they find the time to take a look.
- Use SMS: it’s the most appropriate solution for extremely urgent written messages.
- Make information available: there’s simply no need to send 10 people (8 of whom have been copied) a 15 MB PowerPoint presentation. Dropping it on a server, the electronic document management system or the internal social network will save space for everyone.
- Twiddle your thumbs 7 times before typing: can you really not say what you want to say by phone or verbally (points 1 and 2)?
- Detoxify: there’s no need to monitor your e-mails. If something is urgent, someone will come to tell you directly. Try to only check your e-mails two to three times during the day (morning, lunchtime and late afternoon).
- There’s no need to play “hot potato” by forwarding a message. Summarise the content into a few key points. Everybody will thank you and you yourself will have clearer ideas.
- Take responsibility: simply sending an e-mail that you’ve copied the entire service team and the higher-level managers into doesn’t mean that you’re rid of a problem…
- Take the time to have a “coffee machine” meeting with co-workers, so you can have a chat to check that you are indeed on the same wavelength.
Following these tips should enable you to restore your inbox’s figure and assuage some of your concerns. Take the next step to restoring your figure with blueKiwi, the enterprise social software!