I Wish You Would Just - Membership Survey on Email Utilization Sparks Interest and Provides Best Practices by Todd McDonald

Membership Survey on Email Utilization Sparks Interest and Provides Best Practices
By Todd McDonald

Maybe even more impressive is that 82% of respondents shared tips for using email more efficiently. Clearly, this is a topic faced by many across the state of Iowa and the United States.

Clearly, the volume of email received each day by businesses is causing “hot-buttons” to be pressed.

Beyond a doubt, respondents reported with clarity and passion their frustrations with junk/spam email. Many indicated that the real nightmare scenario is returning after vacation or a business trip where email was not easily accessible and finding hundreds of emails awaiting their attention. It will be interesting to see if HF610, recently signed by Governor Vilsack will significantly reduce the occurrence of some forms of time-consuming and potentially useless email. The link will provide you with a copy of the legislation. http://coolice.legis.state.ia.us/legislation/enrolled/HF610.html

Of additional interest was the expectation of how soon respondents anticipated a reply to their email. Fifty-six percent of those responding expected a reply within a day, while 32% of respondents expected a reply within 2-4 hours. The dilemma presented is with email mailboxes filling with scores of email each day, there is an increasing probability that responses are not going to happen within the 2-4 hour time frame.

All these numbers suggest that there are significant costs in time and dollars devoted to the management of email. Business leaders must ask what the actual savings would be if businesses could significantly reduce the one to three hours devoted to email management and redirect that time to addressing other pressing business issues.

1. Make certain the subject line is used effectively. This will help with filing and sorting by subject matter.2. Be brief and concise when writing email messages.

2. No more than nine words per sentence, no more than three sentences per paragraph, and no more than three paragraphs per email.

3. Do not reply to a sender just to say thank you-it adds unnecessarily to volume.

4. Use email for business matters only. Do not forward entertainment content. If social issues are to be addressed, pick up the phone and call.

5. Process emails twice per day. (E.g., 11:00 am-12:00 noon and 4:00-5:00 pm).

6. Learn to use the tools available. For example, there are tools that will automatically direct certain subject matter into separate folders.

7. Reply to sender only; do not use the “reply to all” option unless absolutely necessary.

8. Have two email addresses, one for business and one that you can use for non-business use. Use the second email address whenever you need to share your address where spam may be an issue.

9. Deal with emails once…and don’t be afraid to delete without opening if you know it is spam.

10. Do not abuse the urgent symbol, only use it when your message fits the definition of urgent.

Some quotable gems to conclude with from ABI members…

“Ask the question, ‘Does it add value’ before hitting the send button. As I have started to do this I find I send 1/3 fewer emails.”

“Do not try to solve a critical issue via email. Use the phone or face-to-face communication.”

“Be cognizant that an email takes as much time to read and respond to as a phone call or letter.”

“Pick up the phone and talk. Email is not always the best way to communicate.”

About Todd McDonald:
Todd McDonald is the president of ATW Training & Consulting, Inc. He is the co-author of two books, “I Wish You Would Just …” and “Finding 100 Extra Minutes a Day.” ATW works with organizations to help unleash human potential through customized programs on customer service, communication, business writing, supervision and leadership.