4 things that will STOP you being swamped with emails.
Do you or your people spend more time on emails than you'd like? Ever wondered why it happens? Is it just possible it's because everyone else thinks it's okay to send them because you do the same?
I'm serious. If you really want to spend less time on email, start by setting an example. Make others respect your time by showing them that you respect yours first. Next time you consider pressing 'Reply' or worse 'Compose', here's four things you can try first.
Go speak to them
I know, actual words. Get up out of your chair, walk over to them, and say what you were about to type. Seriously, think how long it will take me to type this article, check it for punctuation and grammar, and to make sure it comes across in the right way. It would be so much quicker if I just came out and said it, and it's significantly more likely that there will be no misunderstandings. SPEAK! It's what we were born to do.
Video call them
If it's not practical to go and speak to them, and by not practical I mean, if they are not in the same building. Try and video conference them. FaceTime, Skype, whatever. It's almost as good as speaking to them face-to-face.
Telephone call
If you don't have video-calling, or they don't, use video. You'll lose the visual but you can still have the audio and can avoid so many pitfalls (intonation etc.) by still hearing their voice and having them hearing yours.
Instant messaging
If you're at this point, it seems that the universe is conspiring against you, but it hasn't deserted you yet. Instant messaging is less formal and so you can get away with a more conversational style.
These are four thoroughly reasonable things you can do before resorting to the single most significant drain on people's time.
So when IS email okay?
When none of the above work (but I would suggest trying them again until they do).
When you need to send a document.
When you want to confirm what was discussed face to face.
When you want to take up more of their time.
When you want to vent your anger (but I suggest you don't send it, and clear any recipients from the To, Cc and Bcc before you write it!!!)
When you want to show them that it's okay to email you (and waste more of your time).
When is email NOT okay?
When you're covering your backside. If this is the reason, you've got bigger problems. Anyway, use point 3 above if this really is necessary. Talk to them first and then confirm.
When you're trying to show your boss everything that you're doing. They have better things to do, believe me. If you want them to better manage you, stop wasting their time. Also, if this is what your boss wants, then there maybe a trust issue. I suggest you spend more time working on that.
These lists are not exhaustive, of course, but they should give you the gist.
If you want to spend less time on email, set an example and spend less time on emails, it'll save you so much time!
More soon...