If you’re concerned about the amount of time you spend on email, this tip is for you:
Limit your use of email to designated time slots each day, and watch your efficiency take off.
The speedy communication that email provides is great for business as it delivers all manner of much-needed information instantaneously. But it can also be a hindrance. The sheer number of emails sent and received (89 billion business emails per day in 2013) means that email overload is a genuine problem affecting business owners and team members alike. It causes constant distraction and lowers productivity. Learning to become email-efficient is therefore extremely valuable. The good news is that there are two clear opportunities for working more efficiently with email.
Two simple steps
Firstly, agree to a simple system where you and your team limit your use of email to designated time slots each day. For example, set up half-hour email check-in periods, three times per working day, say from 8.30am to 9.00am; 1.30pm to 2.00pm; and then 4.00pm to 4.30pm. Then, spend the rest of the time on the priorities you have identified that directly reflect your business goals. Taking this simple step would redirect your business resources towards the outcomes that really matter.
And, here’s the second opportunity for introducing email efficiency into your business. During your designated email time slots, establish a process for assessing the status of incoming emails. In other words: which are urgent, which can be attended to later, and which can be delegated. Learn to recognise it if an email represents someone else’s disorganisation. If it does, there’s no need for you to step in to compensate. Also, many emails don’t need to be responded to immediately, so can be factored in to your workflow over the week.
Email efficiency – the benefits
Small steps like these towards efficient processes in your business represent a more productive use of your time and resources, and the knock-on benefits will soon be clear. You and your team will no longer be trying to ‘get through’ impossible amounts of work and you’ll be able to relax. Working under less pressure, you’ll make fewer mistakes. Your workplace will feel calmer and your team will feel happier and more creative. Most importantly, you’ll be achieving the goals your business success relies upon.
Contact the team at Efficiency Partners today to arrange a complimentary 60-minute business efficiency consultation. We’ll show you the importance of having efficient systems in place that extend far beyond email. When you implement a streamlined framework for financial management and reporting in your business, it will underpin your business success.
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