08/18/2017

The Email Curse

Source: PIASC Weekly Update, August 14, 2017

What can employers do to encourage employees to unplug from their devices and cut back on emails? Here are some tips: 

• Establish a culture where workers do not feel obligated to check in. Some employers have introduced “embargoed contact policies,” which state when colleagues should contact their co-workers 

• Discourage leaders from emailing outside work hours. Evening and weekend missives from higher-ups make other workers feel guilty if they don’t respond right away. 

• Create an email agreement aimed at reducing the number of internal emails. Ask staff to comply, explaining they will benefit from fewer interruptions. 

• Think twice before hitting “reply all.” It’s highly likely you ought to reply only to the original sender (and maybe one or two others). Email only those who really need to know. 

• Could your message be delivered in person or over the phone, rather than via email? Quick conversations save time and prevent confusion. 

• Cut the email thread. Excise irrelevant fluff before you respond. 

• Open-ended emails that ask “your thoughts?” are often better handled through direct conversation. If it must be by email, offer multiple choice options to help with decision-making. 

• Keep it short, tidy and clear. Proofread before pressing send; shorten whenever possible. Treat the subject line as a headline so the recipient can determine whether the message is relevant. State a clear purpose of why you’re sending the email and what action is required. 

• Explore options other than email for internal communications. For example, round up all your non-urgent content and condense it into a weekly or monthly newsletter. Tools such as alerts, tickers and screensavers can reduce inbox clutter and be scheduled to run during certain times.