Not every question needs to be emailed:
It’s amazing how rarely we pick up the phone and actually talk to each other anymore. Often, we think emails are the most efficient way to get an answer, but if you’re not clear in your email, the conversation could go on and on. Instead, introduce messaging services like Skype or gChat to your workplace. If HR allows, these services are great for quick questions, phone calls, and even video chats. Because you’re able to see if your co-worker is busy or available,
you can shoot them a message and jump on a quick call or chat in seconds.
Ever work on a massive project through email? No matter how many folders you create, you’re still bound to get lost in all the deadlines, sub-projects, and more. Instead, introduce project management tools to your clients or co-workers. These sites allow you to create projects, assign tasks, and generate automatic reminders. Even better, they tend to keep the working conversations on the site and out of your inbox, making your work more efficient and less stressful. Sound good to you? Check out Basecamp or Desk.
If you must use email, be sure to use it efficiently. If your email requires a long explanation, ask yourself, “Would it be better if I just called them or set up a meeting?” Also, if your email touches on several projects, consider breaking it into separate emails. While this may seem like you’re flooding the person’s inbox, it should help them to sort through their emails by project and respond appropriately to each in its own thread. Lastly, avoid emailing an entire team. Establish a project manager or lead contact to whom you can email your updates. If your email doesn’t ask each one of the receivers for something specific, it’s unnecessary to them. Consider leaving them out or CC’ing them when needed. What other methods have you found useful for cutting down on email fatigue in the work place? Is it something your workplace deals with? Or have you even introduced a company policy to alleviate the problem?