To email or not to email …. is that the question?

In my conversations with individuals and teams in big organisations, the subject of email is always accompanied by a big sigh, a roll of the eyes and a shrug of resignation. Over-dependency on email by communication is one of the drivers of excessive working hours, significant intrusion into personal time, and ultimately high levels of stress.

People talk of significant email traffic, often over 200 emails daily, coming in at all times of day and night. There’s that dread of being away from the desk for too long, which then means coming back to a tsunami of emails that you need to wade through.

I understand completely. I remember having this very volume of emails, many of which had an expectation of an immediate response. A full day of back-to-back meetings followed by an overflowing inbox to tackle didn’t allow much wiggle room for creativity, strategic thinking, and spontaneity.

People learn to cope by creating their own techniques and rules, whether that be ignoring the emails and assuming people will find another way to contact them or working long into the night to try and keep on top of things. Once this starts, you know the channel is doomed as a reliable communication source.

Digital communication is a gift in so many ways, but why do you think we over-use it in the way we do? Here are 5 reasons I hear regularly and I’d love to hear what you add to the list.

1. Spinning too many plates – we’re simply handling so much that the only way to get something done is to resort to a note, rather than a good discussion.
2. We have too many meetings and are constantly unavailable, thereby people can only get hold of us by email, we respond by email, and so it continues.
3. We’re losing the art of talking to each other, working through challenges in person, and handling conflict. Many prefer the communication to be ‘at a distance’ and email works well for them in those circumstances.
4. Out of hours activity – whether driven by different time zones or extended working hours, so much business is now done outside of office hours that the only way to communicate is by email.
5. Too many fingers in too many pies, with everyone wanting to know everything, and often there being a lack of clarity re ownership and accountability – meaning the dreaded ‘CC’ and ‘Reply All’ come into force.

In my blog 'Are Work Emails Driving You Nuts?' I explore the top email complaints, how emails are acting as a key stressor, how and why there is a prevalence of misuse and what you can start doing in your organisation to make improvements.

Have a read and do let me know any other insights.

Here's to a happy and email free day!