We all get a ton of emails every day. According to tech market research firm Radicati Group, there are 319 billion emails sent every day, and this number is only going higher every year.
Emails pile up endlessly. Given the continous barrage of emails, there no sense in waiting to get a grip on your emails and your inbox. Granted, some of these emails are benign such as 'lunch?', 'coffee?', or the always ominous 'please come see me'. However, there are others that linger in our boxes because they require additional mental bandwidth. These are also the emails that we might not have a good answer to, or about something we'd rather not discuss, or we'd just prefer to avoid.
Here are 3 ways to keep that email inbox from overflowing.
#1 DON'T DELAY
We have all had the email come in requesting a status update. We knew this email was coming, but hoped to have a little more information to share. We delayed sharing the update due toa general lack of progress, lack of time to provide an update, or uncertainty around the direction of the project (or all of the above).
But: It is always better to be proactive. Regardless of the message, bad news never gets better with age. Instead, attack all those lingering emails that require additional effort or explanation ASAP. Your management will appreciate the transparency and it will allow them to manager their managers, as well as provide any additional direction/clarification that can move the project along.
#2 DEFINE THE OBJECTIVE
We get emails regularly that appear – based on the tone – to be asking a question, yet they are, in fact, more of an op ed about the current status of the project. These emails can sit in our inbox festering because we simply do not understand the authors objective.
Rather than letting these emails sit, reply to the sender acknowledging their efforts to synthesize the status, and then offer to answer any specific questions they might have, or elaborate on any additional area of concern.
#3 PICK UP THE PHONE
A general rule of thumb I use when dealing with email chains is that whenever there is a continuous (and sometimes contentious) back-and-forth with little progress, PUTP (“Pick Up The Phone”).
Pick up the phone and talk to the person you are replying to. You will be able to resolve any contentious issues much faster, and clarify what may not have been clear within the email chain. Also, by speaking to each other, you'll likely be able to avoid any lasting hostilities that may have result from misinterpretating of the tone of said emails.
PUTTING IT ALL TOGETHER
The flow of emails is not going to subside. To provide yourself with a little bit of peace of mind, try answering emails as soon as they come in. Seek clarity when you are unsure what is being asked, and if you are still unsure pick up the phone.
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