Productivity of companies in the IT and telecoms sector
is being seriously impaired by e-mail overload, research has
found.
A survey, commissioned by Xerox Global Services, has showed that
managers from the IT and telecoms industry are more reliant on
e-mail to conduct business than their peers in any other sector.
This is putting a strain on worker productivity, server storage
capabilities and ultimately the organisation’s competitiveness.
The survey, which questioned more than 500 managers from a range
of industries, found that IT and telecoms managers topped the
average for e-mails in their inboxes by nearly two-thirds with an
average 900 e-mails on their PC, receiving 90 more every day
compared to an average of 49 across all industries.
“The findings indicate a reluctance among IT and telecoms
managers to pick up the telephone, even in instances where it would
be more appropriate,” said Amanda Abernethy, UK general manager at
Xerox Global Services.
Xerox Global Services has devised a best practice guide for
e-mail management:
- Be clear with e-mails, use the spell check, and always re-read
before sending to make sure the meaning is unambiguous
- If you are going to send large attachments (anything over
100Kbytes) ask the recipients first. And use a virus checker before
sending
- If possible, send a link to a file stored on a website or
shared folder, rather than as an attachment
- If you must send an attachment then compress it (ie use a Zip
folder)
- Make sure that you fill in the subject field with something
meaningful when sending an e-mail. It will help others find the
message in the future
- If you are sending a message to lots of people, it is useful to
use the “bcc” field, rather than publicise others’ e-mail addresses
without permission
- Use a logical folder structure for saving e-mails. If you
remove an attachment, remember that you could lose hidden data that
would be useful if you needed to use the document again
- Try not to reply in haste to any e-mails. If you receive an
e-mail that angers you, remember to take your time and understand
the real meaning of the e-mail, then calmly compose a response
- Meanings and nuances in e-mails can be lost in translation, so
try not to be ironic or funny unless the recipient knows you very
well
- Remember that other forms of communication work just as well.
Try phoning your colleagues or business associates, or take the
trouble to walk across the office and talk to them, rather than
using e-mail all the time.
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