Spam, no thanks. Each person hates spam emails; they are a pain and serve no further reason but to increase the wealth of spammers. Sadly to say, we all generate spam – typically ignorant of it. Emails are a excellent means that that helps informing colleagues on issues matters, but informing and "generating corporate spam" are two very different animals. Simple measures decrease corporate email traffic by up to 30 percent, while increasing organization's effectiveness and making everybody’s time easier.
A quantity of topics involves several employees and keeping them informed is paramount for a properly functioning company. Nothing is wrong with addressing them all at once in an email. Emails are a superb way to distribute information at once – given, the subject matter does in fact give significant information.
Finding answers and agreements requires frequently preceding inquiries and debate with others. Emails can precisely be the instrument for this. It is however uncalled for to list each person who possibly could be concerned in the subject matter on the first, questioning correspondence. Worthy business routine is discussing the subject solely with those who know the answer or can add to it, and once the outcome is on hand, distributing the significant information to all people who it concerns. This simple action reduces business email traffic certainly by 10-20 percent.
Do we each times have to "reply to all"? This is clearly not the case. Anyway, it is never wrong to let managers and colleagues realize how "pro-active" one is, so does this not ask to cc them all when raising a subject or responding to an electronic message? No once more, the best way to "strike" peers is to give solutions and outcome. Additionally, there is truly no requirement to respond to all when thanking a peer by email. Use the "reply to all" button as infrequently as possible. Company spam, no thanks.
Read and delivery acknowledgment requests can be incredibly useful. They tell the sender about delivery of an electronic mail or that the addressee has opened it. They offer however no guarantee that the receiver has in fact read the email. Acknowledgment requests are for the special correspondence that is of supreme importance.
Receiving them permanently is maddening. Email client software can be difficult to take in, particularly for persons who are not so IT-savvy, but colleagues or IT support will willingly lend a hand to disable this setting. Other people may feel that their emails are at all times of supreme magnitude, and ask for acknowledgments by default. These folks have to recognize, that what they do is basically spamming, doubling their email traffic by 100 percent, an uncalled burden on the addressees.
Uncomplicated actions and a little bit of team spirit can create a massive difference in email communication. We all have to handle a huge workload, and our in-boxes pile up each day. Decreasing avoidable email traffic allows us focusing on essential projects and providing results more quickly. This is to everyone’s benefit. Spam, no thanks – important information, yes please.
Wolfgang "Deiton" Damm has long years of management experience. With both, business and engineering degrees, Deiton embraces profound leadership, management, organizational expertise. His articles aim to helping organizations gaining competitive advantage, becoming more productive and increasing employees' motivation.