Overwhelmed by Email?

National Public Radio (NPR) Googled my blog posting called "Microsoft's Email Culture," and called to ask for an interview on how I deal with so much email.  Last week, I had a great interview with Morning Edition producer, Jim Wildman. 

Today, they ran a piece on Morning Edition, called "Overcoming E-Mail Overload at Work".  There's a link to the audio, where I speak briefly about some of the downsides of email. 

Here are some tips from Marilyn Paul, author of "It's Hard to Make a Difference When You Can't Find Your Keys." 

Meet as a team to review e-mail use. Identify what works, what doesn't, and why. Create a trial period for improvement: Meet to discuss after a week.

Use subject-line protocols to speed communication: a.) No reply needed – NRN; b.) Thank you - TY; c.) Need response by date and time – NRB 10/30 3:00 pm; d.) Use subject line for whole message: Meet 10:00 10/30 Okay?

Determine who needs to be copied on what, what needs to be read, and what needs to be filed.

Keep e-mails short. Most should be no more than 1-10 sentences. Communicate your main point in the first sentence or two. Don't make readers work because you don't have time to focus.

Don't deliver bad news in an e-mail message. If it's urgent, pick up the phone. Use tone of voice to indicate concern, but not anger.

After two rounds of problem-solving on e-mail, pick up the phone.

Don't hide behind e-mail. Any sensitive communications should be done in person.

If you can't answer a request immediately, let the other party know when you can respond, or if you can't.

NO EMOTIONAL E-MAILS: To resolve a conflict, schedule a meeting or use the phone. E-mail arguments tend to be huge time-wasters. Never send a hasty, irritated response to an annoying e-mail -- jobs have been lost that way.