The number one topic I hear from co-workers is I never have enough time to manage my email. Most business owners don’t factor into their budgets the cost of email. Email can be broken down in to two types, non Business and Business. In 2001, Tom Jackson, Ray Dawson, and Darren Wilson put together a report showing the Cost of Email within Organizations. The average internal email measured showed that non-business email initially accounted for 69% email received, whereas business related email was 31%.
Translated to hours spent per the average employee it was 54 hours per year non business and 33 hours per year for business related email. Thus the formula to use to calculate Cost = Total minutes * Email users * Average employee wage per minute. These ratios are measuring internal email only; there is still external email to account for. More and more email is increasingly becoming an expensive liability that can bleed a company from within. What I am suggesting is not new. I am proposing to offer my continuous process improvement skills to assist you or your business in managing your current email dilemma. By applying just a few simple techniques you can be back on track to spending less time / money managing email and more time doing your job. Please contact me at my personal email: firstname.lastname@example.org for a free consultation including an analysis of your current email liability and the opportunity to receive a plan to turn your liability into an asset.
Effective email management combines prioritization and organization into 1 simple key. While the combining of these two concepts will take care of the bulk of your email management processing by itself, it does take interaction from you on a daily basis to 1 direct action you must take to streamline your time.
What is missing today is training consisting of prioritization and organization coupled with email security policies. Therefore, it is not uncommon for people to create what is called a file folder tree. This simple approach allows one user to create a new folder for every type of email they would ever receive, and as new email comes in they continue to create this maze of email folders, with unlimited depth per folder. The amount of time spent creating folders within folders and then rearranging folders as new email comes in can be daunting.
No wonder it becomes such a chore to find an email from someone. Wouldn’t it be nice if you could effectively manage all of your emails in 1 email folders? No longer would you have to scan the entire tree to find an email you need right away. I invite you to take a look at this process improvement strategy and give it a try and see how it will improve your email management process.
There is just one key to effective email management and that can be summed up in one word, Action. At its basic level taking an action is what determines whether you will spend hours or just minutes in effective email management.
EMAIL TRIAGE-“Anything you can deal with in less than two minutes, if you’re ever going to do it at all, should be done the first time you see it. It takes longer to read it, close it, open it, and read it again than it would to finish it the first time it appears” David Allen http://tiny.cc/as6a4
In keeping with effective email processing strategies the key is to touch things 1 time and continue. There are several articles touching upon email management and I will address this in PART II of A look at the 1 folder email processing strategy