Today’s exercise on the job has been an attempt to throttle my outgoing mail rate.Believe me, that could sound strange but it has been quite a hard exercise as my common rate during the week is 38 mails sent on mondays, then 40, 52, 57 up to friday’s 69 mails.
Today it’s wednesday and I forced me no to exceed the limit of 20 mails. Morning has been quite good: 10 mails only. Afternoon I failed: 15. Total of 25! Ouch!
Anyway these are the best practices I applied:
– I decided not to immediatley reply to sender in orderr to provide him estimated response time.
– I avoided asking for clarifications when not strictly necessary. i.e. senders will have exactely what they asked for.
– I prepared very carefully any mail for retrieving information, trying to ask closed questions right after a short information sharing intro. Each mail had a sequence of closed questions driving a path of clear possible responses. Anyway I did not ask to reply inline (even if I prefer this format) simply because I think people should be free to inform you their way.
– I used the phone instead of mails; calls calls and calls again, and only in the end I grouped info in a memorandum.
– I tried to break long threads by starting a new one with a short preamble on status quo.
– I avoided sending “just my two cents” mails to a single person sharing informally my point of view. I tried to wonder whether my mail was really necessary and appreciated by the receiver or not.
– I limited “FYI” forwarding, simply collected topics in a mail and eventually attached original. FYI must be once a day only!