Ryan Guest

Ryan Guest

Customer Success Manager

Email has become a ubiquitous tool in modern workplaces, but with the constant barrage of emails, it can be overwhelming and distracting. Research has shown that employees spend an average of 28% of their workweek dealing with emails, which equates to about 13 hours per week. This can have a significant impact on productivity, efficiency, and overall job satisfaction.

However, there are ways to reduce email consumption in your workplace and improve communication and collaboration. In this blog post, we will explore some effective strategies to help you achieve this goal.

1. Utilise Teams, Viva and collaboration tools

Embracing collaboration tools, like Microsoft Teams or Viva Engage, can revolutionise the way teams work together and drastically reduce email dependency. Microsoft Teams offers a comprehensive platform that integrates instant messaging, video conferencing, document sharing and project management functionalities. By utilising Teams, employees can engage in real-time discussions, co-author documents, conduct virtual meetings, and track progress without cluttering inboxes with lengthy email threads. This centralised approach not only fosters efficient communication, but also enhances teamwork and knowledge sharing, ultimately diminishing the need for excessive email correspondence.

Knowing which tool to use, and when it's appropriate to use them, can be confusing. Check out our comprehensive guide on when to use Viva Engage, Intranet and Microsoft Teams with real-life usage examples to help guide your organisation's communication strategy.Illustration of a computer screen featuring six people taking part in a conference call

2. Implement an Intranet for internal communications

Incorporating an intranet as a central hub for internal communication can substantially diminish reliance on emails. Intranets offer a platform where employees can access important announcements, share documents, collaborate on projects, and engage in discussions. By leveraging the capabilities of a modern intranet solution like Percy, your team can have a dedicated space for interactions that would otherwise flood email inboxes. Not only does this reduce the need for sending multiple emails, but also creates a more organised and accessible repository of information.

Additionally, intranets can serve as an ideal platform for managing document and policy acknowledgements. Instead of sending out individual emails to ensure employees are informed and compliant, the intranet can house important documents and policies, with built-in mechanisms for employees to acknowledge their reading and understanding. This not only simplifies the process, but also provides a digital trail of acknowledgements, making it easier for HR and management to track compliance and updates.

3. Limit email access

Encourage your team to limit email access to specific times during the day, such as in the morning, after lunch, and before the end of the day. This can help them to be more productive and reduce the temptation to check their inbox every few minutes. It can also help to reduce the number of emails that require immediate attention, as employees will prioritise and respond to emails more efficiently.

4. Implement a communication policy

A communication policy can help set clear guidelines for email usage and encourage more effective communication. For instance, you can encourage employees to use email for formal communication and use other tools for informal communication or urgent matters. This can help to reduce the number of emails and ensure that communication is effective and efficient.

An illustration of three people holding speech bubbles

5. Use subject lines effectively

Subject lines can be a powerful tool for reducing email consumption. By using clear and concise subject lines, employees can quickly identify the purpose and urgency of the email and prioritise it accordingly. Encourage employees to use specific subject lines that accurately reflect the content of the email and avoid generic or vague subject lines.

6. Encourage face-to-face communication

Face-to-face communication can be a more efficient and effective way of communicating than email. It can help to build relationships, encourage collaboration, and reduce the need for lengthy email chains. Encourage employees to use face-to-face communication for important discussions, feedback, and collaboration, and use email for more formal communication.

Illustration of two people at a desk having a conversation with a third person in a conversation bubble between them

7. Set clear expectations

Setting clear expectations for email usage can help to reduce the number of emails and improve communication. For instance, you can encourage employees to use email for non-urgent matters and use other tools for urgent matters or important discussions. You can also set expectations for response times so that employees know when they can expect a response to their email.

8. Archive and delete old emails

Archiving and deleting old emails can help to reduce the clutter in your inbox and make it easier to find important emails. Encourage employees to regularly archive or delete old emails that are no longer needed and use filters to sort emails into folders.

In conclusion, reducing email consumption in your workplace can have a significant impact on productivity, efficiency, and job satisfaction. By implementing effective communication strategies, using collaboration tools, setting clear expectations, and encouraging face-to-face communication, you can reduce the need for emails and improve communication and collaboration in your workplace.

Originally published August 21 2023, Updated August 21, 2023

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