INBOXXIETY, Coined from the words 'inbox' and 'anxiety,' this term accurately captures the unease & tension experienced when dealing with email tasks

The first topic in our series on reducing stress at work was 'Learning to Say No' Now, let's address the next significant stressor that needs attention: INBOXXIETY. Coined from the words 'inbox' and 'anxiety,' this term accurately captures the unease and tension experienced when dealing with email-related tasks.

Email communication has revolutionized the way people work and interact, bringing greater efficiency and productivity to the workplace. However, it has also introduced email-related stress. In this post, we will explore the primary causes of email stress and provide effective strategies to mitigate it.

A couple of incidents come to mind that changed my approach to managing inboxxiety:

Back in early 2006, the Blackberry emerged as a popular trend, transforming the way people responded to emails, even during flights. Passengers effortlessly engaged with their emails in the air, knowing that their responses would sync upon landing. While some embraced this opportunity to maximize their flying time, I preferred to enjoy my flight by relaxing and savoring a meal—an approach I still maintain today.

Another incident worth mentioning is when I sent an email at 9:30 pm IST to my colleagues in Kuala Lumpur, Singapore, Hong Kong, Japan, and the UK. The purpose was to prepare the team for an important discussion scheduled the next morning. Surprisingly, I received responses from everyone except my UK colleagues (a valuable lesson in respecting personal time). Feeling guilty for sending the email late at night, I made a personal commitment to limit my email communications from 9:00 am to 7:00 pm. For critical matters, I prioritized phone calls. This conscious effort greatly helped me mitigate inboxxiety throughout the next 14-15 years of my career, even refraining from checking emails during holidays.

I also established some fundamental rules for effective email management within my teams, among colleagues, and with my superiors:

1. I am available 24x7 for calls but only respond to emails between 9:00 am and 7:00 pm.

2. Emails where I am directly addressed in the 'To' section will receive a response, while those in the 'CC' section are for informational purposes and do not require a response.

3. We aim to limit back-and-forth email exchanges to a maximum of three iterations. If necessary, we transition to a call to conclude the discussion and send a confirmation email afterward.

While it is not mandatory to adopt these rules, it is crucial to establish clear expectations and maintain consistency. Doing so goes a long way in ensuring productive and efficient email communication.

Causes of Email Stress:

1. Technological Stress: The constant notifications and alerts from emails contribute greatly to the stress associated with emails.

2. Ambiguity Stress: Emails are often misunderstood, misinterpreted, and may leave one wondering, increasing insecurity and stress.

3. Time Pressure Stress: The pressure to deliver within a set time leads to email stress, especially in professional environments.

Consequences of Email Stress:

1. Anxiety and Depression: Constant stress can manifest itself in the form of anxiety and depression.

2. Physical Health Issues: Prolonged exposure to email stress can lead to physical health issues like headaches, body pain, muscle tension, etc.

3. Burnout: Email stress can lead to burnout, a state of exhaustion due to chronic workplace stress.

Solutions for Email Stress:

1. Setting Expectations: It's important to set reasonable expectations for email correspondence and communicate the same to others.

2. Understanding Email Etiquette: Good email etiquette includes ensuring that the message is appropriate, clear, and concise to avoid errors and prevent confusion.

3. Depersonalising the Situation: Depersonalising the email and talking to the person concerned in-person can reduce the intensity of email-related stress.

4. Establishing Boundaries: Establishing clear boundaries, avoiding the use of email for confidential and sensitive information, and avoiding work outside of working hours can help reduce email stress.

In conclusion, email stress is a real problem that affects many people. However, with the right strategies and approaches, it can be effectively managed and reduced to a large extent.