Do you get overwhelmed over the volume of email you get each day?
If you work in a business office, you’re bombarded throughout the day with electronic messages. Did you know that it takes an average of 2 minutes to open read and close an email? This means if you send and receive 50 emails per day – I realize this is likely a low estimate, you spend 100 minutes per day just on email. Let’s see, based on 260 days per year that works out to about 18 days you’re dedicating to email alone. All of this does not include any action or follow up the email may generate nor does it count texting or IM. You do your own math based on your volume.
Several years ago, I read the Hamster Revolution by Mike Song, Vicki Halsey and Tim Burress, which offered several strategies to reduce the time spent on dealing with email. They claim to save you 20% on your time. Their methods do work, though I never actually measured my results.
One of the ways they suggest to lessen the load is to use the ABC approach for messages you write:
Action Summary – one sentence specifying action, purpose or your key point
Background – body of message using bullet points and white space whenever you can
Close – niceties, next steps, and auto signature (this really saves you time).
You might identify with their hamster analogy if you expend a lot of energy handling messages while your real work piles up on the desk. Throw in frequent meetings, and you’re loading your brief case to take the work home. Not good. To establish more work/life balance, try different strategies to lighten the load.