1. How to Use Email More Efficiently – and Reduce Its Volume From the book Managing your e-mail: Thinking outside the inbox by Christina Cavanagh, Published by John Wiley & sons inc. 2003

2. 2 Objective Reduce the time spent handling email, without compromising efficiency.

3. 3 A Few Rules Don’t hesitate to unsubscribe from distribution lists if you’re receiving information you never read or doesn't interest you. Using the phone, even to leave a message (provided it’s detailed), can be more effective than writing. For some types of emails (scheduling meetings, requesting details, etc.), reply only to the sender.

4. 4 A Few Rules (cont’d) Do not mark messages as high priority (red envelope) unnecessarily; only do so when the message is truly urgent. Keep messages short and to the point; make it clear what your expectations are. Close the loop; if several people are copied and two of them are solving the problem, it’s important and efficient to inform the others. Bosses should avoid using email on weekends or outside regular business hours.

5. 5 A Few Rules (cont’d) Take the trouble to write an executive summary of a long document, rather than forcing a large number of people to read it in detail. Don't intrude on your co-workers' time for your personal causes (no matter how noble) or to circulate jokes. Clarify your expectations, the replies you’d like to obtain, and when you want people to get back to you. The focus should be more on what the recipient stands to gain from the message, rather than its sender.

6. 6 A Few Rules (cont’d) People tend not to like getting acknowledgements of receipt and often see them as a waste of time. If you write an email when you’re tired or cranky, it’s a good idea to wait until the next day to send it. Disable the alert sound that plays when a new message arrives. You don’t need the added stress.

7. 7 A Few Rules (cont’d) Ensure that all information is accurate before sending your email. Sending a second message to make corrections or add clarifications just generates more volume and can also undermine your credibility.

8. 8 Managing Your Inbox You should delete or reply to as many emails as you can immediately after reading them, rather than letting them pile up in your inbox. Start reading the most recent messages first; this will eliminate answering serial emails about the same subject.

9. 9 10 Temptations to Resist 1.The temptation to send messages that aren’t relevant. 2.The temptation to send a response that’s unnecessary or adds nothing to the process (if people really want to know whether you read the message, they can check under Properties). 3.The temptation to have distribution lists that include people who don’t need to know the information communicated. 4.The temptation to treat people with disrespect or to forget common courtesy. 5.The temptation to respond too quickly.

10. 10 10 Temptations to Resist (cont’d) 6. The temptation to hide behind an email (using email to send messages that should be delivered in person). 7. The temptation to let yourself be controlled by email. It’s up to you to decide when and how often you check your messages. 8. The temptation to become addicted to email! 9. The temptation to send long, unnecessary attachments. 10. The temptation to complain.

11. 11 Some Examples of Misuse Announcing a last-minute change to the time or place of a meeting. Using email for a matter that requires personal contact or a discussion. Using email as your sole means of communication. Sending emails to people who are physically nearby. Using email to vent your anger or frustration.

12. 12 The Seven Myths of Email 1.Email saves time. 2.Using email is profitable. 3.Email expands communication flow. 4.Email creates a paperless office. 5.All IT professionals are email efficiency experts. 6.Attachments don’t require management. 7.There is nothing we can do about managing email.

13. 13 Remember 1.An email is a good way to check whether something’s been said or done. 2.Once an email is sent, you can’t control its distribution. 3.Once sent, an email lasts forever. Even when deleted, there’s always a copy somewhere. 4.There’s a policy stating that the company has access to emails. Email use is a privilege, not a right.

14. 14 Remember (cont’d) 5.Copying someone and not receiving a reply doesn’t automatically mean that the person agrees with what you said. 6.Only send emails that are necessary. 7.Talking on the phone while answering your email isn’t a good idea. 8.Using colour is easy and can clarify understanding, but doesn’t show up in printouts. 9.Using folders can help you track down information quickly; the “Search” feature can also be a time saver.

15. 15 Some Definite Benefits Allows you to communicate quickly when you need to. Encourages quick replies. Lets you send the same message to multiple people. Leaves a trail. Makes it easy to send data and information.

16. 16 So to Reduce Email Volume, You Have to... Acknowledge that there’s a problem, that we’re all part of it, and that it costs time and money. Not wait for corporate solutions, but take matters in your own hands and just be a little more diligent. Apply the rules outlined in this document and resist the temptations for misuse. Share this document with others, to expand the circle of people who are aware of the problem.