- Keep your inbox organized and respond quickly to simple requests. First, create subfolders or labels in your inbox for major initiatives or clients. Once you’ve read an email, file it under the appropriate folder or label so that it is easy to locate. Unreturned emails tend to generate more follow-up emails, so try to respond to simple email requests promptly to get them off your plate.
- Develop a common definition of “priority.” Understand the priorities of the team and label emails accordingly (with high, low or normal priority flags). Work with your team to align around priorities, agree to classification protocols and hold each other accountable.
- Reduce the temptation to compulsively check email. Monitoring your inbox minute by minute reduces productivity. Instead, set aside blocks of time for email (e.g., 20 minutes every two hours). Try turning off the new email notification in your taskbar. Also, avoid compulsively checking email during meetings. You may miss key information and, let’s be honest, it’s just rude.
- Consider your alternatives – instant messaging, phone, videoconference, or an in-person meeting may be better than email. Messages communicated via email have a lower likelihood of being interpreted correctly than face-to-face interaction, video conference or phone. Choose your method intentionally based on the message. For example: a quick logistical question is best via instant message, whereas rollout of a new policy may require an introductory email with a link to a pre-recorded video.
- Foster open dialogue about email/mobile usage with your team. Culture and behavior change isn’t easy. Be sure to celebrate improvements, reward successes, share best practices and address relapses.
- Model desired digital behaviors with direct reports and peers. Even well-intended efforts will fail if leaders don’t demonstrate the agreed-upon behaviors. It can be challenging for less senior employees to change if they do not have role models of efficiency and healthy work-life balance.
Courtney Mohr is managing director of the Organization & Talent Solutions Practice for global consulting firm BPI group. Mohr helps her clients build more effective organizations by aligning organization structures to business strategy, matching talent and skills to the right roles, optimizing work processes and improving team dynamics. Mohr can be reached at cmohr@bpigroupus.com.