By Christa Wagner

The average employee gets far more email than he or she can cope with, and an increasing number of people suffer from “email overload.” People are even declaring email bankruptcy and deleting all their email at once, but that doesn’t really solve the problem since more emails just keep pouring in.

Think about this . . .

Let’s assume you get 50 emails each day. On average, it takes about four minutes typing up a response to each one. That’s over three hours each day dedicated to email alone. Now, let’s factor that number into five days a week multiplied by 48 work weeks a year; that’s 800 hours spent on only email. That’s almost 20 weeks dedicated completely to email! Do you see what I’m getting at? Email is a serious contributing factor to a business’ lack of productivity.

Now, before you stop reading, because I know this is a prickly topic, hear me out. Of course, I see the benefits of email and there are advantages to using this tool. Unfortunately though, many of us have never had email training, and since we have not set up email rules and boundaries, the benefits quickly spin out of control. In a world of information overload where email has created the never-ending workday, it’s time we start using this tool more effectively. I give you hope with my 7 Tips To Tame Your Email:

1. Avoid opening email first thing in the morning:
   This may send shivers up your spine, and I am not suggesting waiting until noon, but by postponing your email, you can dedicate this high-energy morning time to a task that adds value to your day and brings you closer to your goals. Opening emails is a can of worms and, once open; you may never get to the higher priorities on your to-do list.

1. Process email at specific times:
   Process your email in short doses, perhaps twice daily or for a few minutes each hour. Now I know this will be a challenge and requires a habit change, but email creates a reactionary work environment and you can greatly increase your effectiveness if you set aside specific email timeframes. Additionally, when you don’t respond immediately, it sets the precedent that you are not sitting at your desk waiting to deal with someone’s email.

1. Aim for inbox zero:
   Inbox zero means zero emails in your inbox by the end of the day. Do your best to delete emails you don’t need, decide when you are going to complete a task and enter it into your calendar or task list, or do it now if time permits and it’s a priority. Do your best to have as few emails as possible in your inbox allowing you to plow through the rest of your productive tasks without constant interruption.

2. Use your “e” tools:
   Email has so many tools to help you manage your mail and time. Set up folders, use your calendar and move action items in your task list. A simple way to increase your productivity is to turn off auto notifiers and to deactivate notices when new items arrive in your inbox. By doing so you will not be tempted to check every email as it arrives.

1. Give employees permission not to reply:
   To reduce redundant thank you emails, implement the following to your subject line or signature. Educate the staff on this policy.

“No Reply Needed” or “NRN”

“No Thanks Needed” or “NTN”

1. Send fewer emails:
   For every one email you send, you receive an average of three in return. Therefore, the less you send, you less you receive. The next time you start an email; consider does your busy recipient truly need this email to do his or her job?

1. Send better emails:
   Since everyone is inundated with email, it’s difficult to actually retain what you’ve read. This is what creates multiple emails, mistakes and frustration. We are all overwhelmed by too much information and when an email contains a lot of specific details, we just aren’t capturing it all. Keep you emails short and to the point benefiting both you and the receiver.

Email is a valuable tool that can help you communicate easily, but without question businesses are losing time and money to email. It’s important to talk to your staff about email management and educate them on how your company uses email effectively.

Christa Wagner is a motivational speaker, expert organizer, writer and creator of products to make life a little easier. In 2004, Christa launched Savvy Solutions Organizing Inc, working with clients to help them organize their homes and office spaces. For years, she worked personally with clients to help them battle the challenge of living a more organized life. She has worked with hundreds of clients to solve complex organizational and productivity challenges for residential, small business and corporate clients. Over time her true passion, public speaking, became evident. You can now find Christa speaking at meetings and conferences inspiring her audiences to “Get Organized and Get More Out Of Life!” For more information about services and seminars call 778.839.5792.