Managing email communications: Winning the battle … losing the war?

many emailsHere’s a statistic that won’t come as a big surprise to many office workers … but it still looks pretty stark when you see it on the page:  According to research by McKinsey Global Institute, knowledge workers, including managers and professionals, spend nearly 30% of their work time managing e-mail communications.

This means that for a typical 50-hour work week, a total of 15 hours are sucked up in the e-mail vortex.

It’s nothing new, of course.  And for years, companies and individuals have been making efforts in big and small ways to manage their e-mail.

One method has been through the use of IM social collaboration platforms, but that solves only some of the problem.

Other methods include aggressive pruning of spam mail … sending unsubscribe notices … and tightening incoming mail filters.

e-mail inboxBeing more aggressive with e-mail unsubscribe requests can lighten the inbox, but other pruning efforts can sometimes be counterproductive, with “good” e-mails getting sent to junk e-mail folders, thereby requiring workers to scan those inboxes every day as well.

Another popular e-mail management technique can work at cross-purposes, too.  Research by Carnegie Mellon Institute has found that about a third of office workers file their e-mail messages into folders right after they’ve been read.

But according to Alex Moore, who heads up e-mail management service Baydin, Inc. creating files associated with different clients, projects or people turns out to have its own inefficiencies when searching for e-mail messages later.

It seems counterintuitive, but searching for older e-mail correspondence is often easier to do when using a single chronological file coupled with a search function, because it’s just one search instead of potentially many.

inbox managementSpeaking as someone who receives around 200 e-mail messages each business day, give or take, I find that the following strategies work best for me:

  • Unsubscribing – as best as possible (even with the shortcomings of attempting to do so)
  • Keeping my settings so that e-mail messages download every 20 minutes instead of right away
  • Aside from important client messages, “batch-processing” e-mails just four times each business day: early morning, late morning, mid-afternoon, and end-of-day

Adopting these practices makes it easier for me to concentrate on my other work tasks, keeping those Job 1 and relegating e-mail management to being “ornaments on the tree” rather than the tree itself.

If other readers use particular e-mail management techniques and tactics that are effective for them, let’s hear about them.  Please share your thoughts below.

Americans and the economy as 2015 begins: Caution continues.

As we’ve closed out the year 2014, more than a few people – from politicians to business leaders and business journalists – have sought to reassure us that the American economy is not only on the right track, it’s back in a big way.

Bronx CheerBut evidently, word hasn’t trickled down to “John Q. Public.”  Or if it has, it’s been greeted by a gigantic Bronx Cheer.

We have the latest evidence of this in management consulting firm McKinsey & Company’s most recent annual Consumer Sentiment Survey, which was conducted in September 2014 with results released last month.

The bottom-line on consumer sentiment is that despite the recent spate of decent economic news and higher employment figures, people are still reluctant to increase spending, and thriftiness remains the order of the day.

While people don’t think things are deteriorating … they don’t think they’re becoming much better, either.

So … treading water is about all.

It’s not too difficult to figure out why sentiment continues to be so skittish.  After all, median household income for Americans, adjusted for inflation, actually declined in recent years and hasn’t rebounded.

With people still feeling the earnings squeeze, it’s only natural that McKinsey’s findings show consumer sentiment still in the doldrums, with only ~23% feeling optimistic about America’s economy.

Consider these further findings from the research:

  • About 40% of respondents report that they are living “paycheck to paycheck”
  • Around 39% are at least somewhat worried about losing their job
  • Approximately 34% feel they have decreased ability to make ends meet financially

Not surprisingly, respondents with lower family incomes (under $75,000 per year) have higher concerns, and roughly 40% of those households report cutting back or delaying purchases as a result.

[Even among people living in households earning $150,000+ per year, one in five say that they’ve cut back or delayed purchases because of financial uncertainty.]

Activities we commonly associate with recessionary eras continue to be practiced by consumers.  According to McKinsey’s research, those practices include:

  • Looking for ways to save money (comparison shopping, coupon use, etc.): ~55 of respondents report doing so
  • Purchasing more products online to save money: ~48%
  • Cutting spending over the past year: ~40%
  • Doing more shopping at “dollar stores”: ~34%
  • No longer preferring/buying more expensive product brands over private-label substitutes: ~33%

Where things really look different “on the ground” than in the economists’ forecasts is what the public is saying about their future behaviors:  McKinsey logoMcKinsey believes that consumers and their attitudes have been permanently changed by the years of austerity.

The strongest indication of this?  Nearly 40% of the survey respondents say that they’ll likely never go back to their pre-recession approaches to buying and spending.

As McKinsey concludes in its report:  Cautious is the new normal … and it’s unlikely to change anytime soon.

More details on McKinsey’s survey findings can be viewed here.