Cut the Time E-mail Steals from You by Half

It’s all about knowing when to use e-mail and when to use other means of communication. E-mail works best for simple messages – clear instructions, logistical information, attaching a file or document, or sending brief, general information.

It doesn’t work well for sensitive communications, lengthy messages or protracted, complex dialogue or any kind of communication that really needs you to manage people’s reactions.

When you batch or ‘cluster’ your tasks, the brain works faster. You gain focus.

In the case of e-mail it means setting aside specific times to work on your e-mail. Break the habit of responding to each and every e-mail the moment it comes in.

Read and respond to e-mails only during your chosen times. Whether you choose once an hour or a couple of times a day depends on the nature of your job. Once you do open your mail, work through it to completion.

As we have more and more media choice available to us we’re expected to respond instantly.

So just like in sms text messages we often cut corners, we misspell and we abbreviate for speed. These abbreviations don’t always have a common base and don’t use basic grammar.

In the workplace your aim is to save yourself time from repetitive, low value tasks.

You don’t want to send several e-mails to explain yourself or send several requests in order to understand – or worse still exchange time consuming e-mails based on misunderstanding.

In the long run it’s more efficient to use clean, clear, simple and conventional language.

Be selective with your use of the “cc” option and “reply to all”. They are seldom vital or even necessary.

From what we’ve learned about time, motion and energy, a good first step is if you send less e-mail, you’ll eventually receive less.

Don’t send an e-mail to someone when you really don’t need to.

If you receive an e-mail which upsets you --- DO NOT respond right away. Close the mail and do something else.

NEVER ‘trade emotions’ with e-mail. E-mail is NOT the correct medium for venting frustrations or pointing out failures or proving yourself right.

Apart from the time spent sending and reading this kind of mail, the time lost in sitting, thinking and stewing over the content is incalculable.

When you do respond, despite any urge to ‘set the record straight’ or to let someone know how you feel, give only POLITE facts and specific information.

Then find a different medium to resolve the problem.

Needless to say, you would never originate a flame mail yourself. Even when someone ‘deserves it’.