Your internal emails have an effect on your business: productivity, employee happiness, customer service, and so much more. If you don’t do something about it, you’ll soon start to suffer.
Written communication is essential to business success.
Email used to be an essential part of business. It has facilitated some of the greatest results in communication and connection. Even today, we wouldn’t be as productive as we are without email.
Is the emailing system you rely on to succeed the same one that is tearing apart your company?
How many emails do you send and receive every day? 10? 20? The number is likely in the hundreds if you’re like any other typical business.
Chances are, you, your company, your employees, and your bosses: are all suffering from email overload.
We check our email over and over every day which bombards with messages that may or may not pertain to us. Don’t you hate being cc’ed in, just in case you hear about the conversation later? And those company-wide messages you’re sending and receiving, do they really add value and productivity?
Email is weighing us down.
As a business, you can take steps to improve your business email communications:
– Stop sending big, company updates that don’t pertain to everyone. If you must keep that information somewhere, create a newsletter site where employees can read the information when it pertains to them.
– Don’t email back “thank you” to everything you receive. It just gives all those people you replied to one more thing to open.
– Use email sparingly. It’s great for bigger ideas and projects that you want to keep a written record of. If you can pick up the phone and ask your coworker to bring you a quick report, do so.
– Don’t use email as an emergency tool. If you are regularly sending “this needs to be done ASAP/today/tonight,” you are contributing to your employee’s lack of productivity. Not only will they feel pressure to complete that task over their regular duties, but they will find in necessary to check their email more often in case you sent another request.
As an employee stuck in the awful hamster-wheel of email, here’s what you can do to help:
– Set aside a specific time to check your email each day. This can be 1-2 times a day, but you shouldn’t have it up on your computer all day long. Once others realize it takes you a day or two to reply to emails, if they have something more urgent, they will call you.
– Take your email off your phone. You aren’t any faster at typing on it, most replies should be done on the computer anyways. Trust me, you’ll be more productive without your email on your phone.
– Sort your inbox. Set your inbox to automatically sort into different folders. This way, the emails you know don’t pertain to you can go into a folder you can check later. The more emergent emails stay at the top of your inbox or in an “important” file. Don’t forget, you can always set your email to automatically delete spam and junk emails so you don’t have to fiddle with them at all.