Source | LinkedIn: By Oisín Grogan
If people hate meetings because:
- They don’t start on time
- They don’t finish on time
- And what’s in the middle is a waste of time…
You could say people hate emails because:
- They are sent all the time
- Reading them consumes a lot of time.
- The content is often a waste of time!
Are you being productive when answering emails?
Sometimes yes… but often not. After meetings, you’ll find emails the biggest time killer. Ever sat down at your desk, opened your inbox and started bashing away at the keys for several hours only to emerge feeling unproductive, with a pile full of unfinished work still on your mind?
Add up the cost of lost production, it’s staggering. Especially if staff are emailing each other all day without value.
Example: 15 staff who spend one hour per day reading and answering time-wasting emails is a total of 15 hours lost production per day. In a given week that’s 75 hours. Almost 2 full-time employees.
Add time-wasting meetings and it’s no mystery why companies have trouble posting a profit while everyone is “working” so hard.
Here are a few tips to reduce email traffic:
- Keep your emails brief—don’t write an essay.
- Never send angry or emotional emails.
- Don’t reply to every CC (and don’t CC everybody).
- Answer people’s questions!
- Send emails with solutions, not just problems.
- Turn off automatic notifications.
Let’s take each point:
- Keep it brief
If you don’t want people to read your emails… send long ones!
You should have a clear idea of what you intend to communicate before you start writing.
Ask yourself: What is the exact idea I want to convey?
If you can’t answer that, don’t send it.
If you do have something to say, get to the point. The other person’s time is valuable too.