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8 Ways Email Kills Productivity (part 2)

Email drains productivity from organisations through:

5. Unnecessary CCs
6. Too many “unhelpful” emails.
7. Poor filing
8. Wasted activity

At Expert-Messaging we specialize in helping organisations improve email communication through a 60 minute session.

5) Unnecessary CCs

The most common wish we hear from our clients is to reduce the number of CCs they receive.

Typically users originate 9.6 emails each day, but send 15.3 replies or CCs.

If people want to receive fewer CCs, others have to stop sending them. People are encouraged to stop sending indiscriminate CCs and actively consider the purpose of their communication.

We normally see a drop of 31.2% in the number of replies and CCs people are sending.

Key business benefits
  • Less traffic means greater productivity
  • Fewer emails release space on the server

6) Too many “unhelpful” emails

Your job is not “doing email.” Rather, you use email to do your job, and of all the emails you receive some help you do your job and some do not.

People typically receive 32.6 emails every day and 66.2% of them (two thirds) do not actually help them in their work.

Within the first seven days we normally expect a reduction by 35% of unhelpful email traffic received.

Key business benefit
  • The fewer unhelpful emails, the greater the boost in productivity.

7) Poor filing

Poor filing impacts on productivity in a number of ways.

Personal “clutter” in the inbox or ineffective filing systems mean individuals spend more time than they need both filing and looking for emails.
With disparate and disorganised filing of emails, many organisations face logistical nightmares when having to fulfil legal obligations imposed by the Data Protection Act or Freedom of Information Act.
There is a lot of information which is useful to a job function stored in personal inboxes. What happens to it when the post holder changes?

Individuals need to have filing systems that work for them. If they are not using folders efficiently, they may be losing useful emails in a cluttered inbox. It is crucial to have filing systems that support rather than hinder.

Following our guidelines we see people implementing simple filing strategies and on average inboxes cleared out by 33% (and up to 100%).

Key business benefits
  • Clear inboxes mean much less space taken up on the server
  • Greater ease in prioritizing messages

8) Wasted activity

The many small problems of lots of poor emails add up to a large organisational waste of activity.

Five hundred people receiving two unnecessary emails per day comes to a quarter of a million emails every year. They all need to be dealt with, and it’s all wasted activity.

Organisations that invest in our sessions typically break even after just two days. The rest is pure profit.

Key business benefits
  • Boosting productivity gives an instant increase in “headcount” with no extra recruitment needed

 

Top Tips:
  • Talk to your manager and your team about the emails you do want to be copied in on – and those you don’t. Do not assume everyone wants or needs everything: find out.
  • Think about how much time you spend filing against what it gives you back. If you rarely look for old emails, reducing the number of folders can free up a lot of “filing-time”
  • Challenge nonsense: don’t be a victim. If somebody keeps sending you emails you do not need – and you just ignore or delete them, then the sender will keep on doing it. Be proactive and ask them to stop sending.

These are just some of the ways we help people get email under control at work. Give us a call or ask for a brochure and we’ll help you get you life back.

In a 60-minute session, we typically save people 47 minutes a day: that’s a month every year.

So that’s the offer: give us an hour and we’ll give you a month.

Call us on +44(0)20 7633 0050

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