“There’s life and death in every email.” (Bill Gates)
Over the past 25 years, email has become synonymous with office life: a recent study found that the average worker sends between 9,000 and 15,000 emails a year. All of this is happening despite email being fundamentally flawed in multiple ways that choke businesses and, in some cases, even kill them off. Here are four reasons why email needs to go.
- It thwarts productivity
The first thing most employees do in the morning is to check if they have any important emails. Undoubtedly, they do – but these are often buried among a slew of customer queries, spam emails, company newsletters, messages from business partners, employee announcements, HR updates and IT memos. According to one study, wading through these emails to find the vital pieces of information can take employees up to two-and-a-half hours every day.
The need to constantly check emails can interrupt employee thinking processes and break the vital concentration they need to keep their workflow going. This can slow down projects at every step with the hours adding up dramatically over each project’s lifetime. Worse, the need to be permanently online can mean this is happening with personal emails too.
- It slows down collaboration
For one-to-one communication, email retains a powerful role. But in groups, it’s seldom efficient. Email threads where some are always included, and others seldom lead to email dead-ends, lost information and uninformed team members. Even if you are kept in the loop, it can still be confusing. Is the version of the document in your inbox the latest one? Or has it been updated by someone else on another thread?
- It’s damaging staff mental health
The two challenges above lead directly to a third, perhaps more dangerous one – an attack on employee mental health. The need to constantly be available, connected and ready-to-reply is exhausting and can lead some employees into anxiety or depression. Humans simply aren’t wired to have their attention constantly divided. No wonder email overload can lead to a notable decrease in our ability to function, with one study suggesting this to be the equivalent of a 10-point drop in IQ.
- It’s a threat to your safety
The internet is full of scam artists, criminals and opportunists – all of whom are trying to find a way to steal your data and/or your cash. While antiviruses and firewalls may offer protection from many forms of attack, they can’t protect from everything. According to Seacom, 40% of cyber events that result in loss are Business Email Compromise (BEC) scams. BECs – emails designed to trick staff into giving up vital information or downloading malicious software – result in an estimated R53bn in global company losses each year.
So, what can you do?
- Train your staff
Email isn’t going anywhere. All enterprises, no matter their size, need to find the budget to adequately train their staff in the correct, most efficient way to use emails to reduce the burdens on themselves and their colleagues, while also reducing the threat from BEC scams. As your accountants, we can help you to ensure there’s enough money in your training budget.
- Implement email rules
While some countries (most notably France) have enshrined a “right to disconnect” in their constitutions, this is not the case in South Africa. That’s why it’s important to implement company rules that allow your employees to switch off and be unavailable – not just in the evenings and on weekends, but during the workday too. You can’t expect your employees to get any work done if they feel under constant pressure to check their emails. What’s more, you need to put your money where your mouth is, by sending fewer internal emails.
- Use shared communication spaces
There are loads of new technologies that can help your team communicate better. Shared digital workspaces allow team members to immediately see the latest versions of documents, leave notes for the entire team, and communicate important project information without being afraid that something will get lost in the process. If you aren’t using Google Workspace, Teams, Monday, Slack (Butterfield does have skin in the game), Trello, or similar, you need to speak to your accountant about making this a priority in your budget.
- Leverage automation tools and technology
The creation of AI has led to new solutions that can help your employees manage their email inboxes. These tools can sift out spam, and sort emails to help staff find the information they need while also deprioritising those emails that don’t need their immediate attention.
The world is getting faster every year, and your business can no longer afford to use email for the wrong reasons. Updating the way you work will have an immediate boost on your company’s well-being and productivity. Speak to us if you need help freeing up the budget to make it happen.
Disclaimer: The information provided herein should not be used or relied on as professional advice. No liability can be accepted for any errors or omissions nor for any loss or damage arising from reliance upon any information herein. Always contact us for specific and detailed advice.
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