Overcoming Email Addiction

by Robertt Young

I recently delivered a class to a group of program and project managers at a large international engineering and manufacturing company. This company makes valves and systems for refineries, gas producers and nuclear power plants. During the class, we had a lively and stimulating discussion around the use of email e.g. when to use it, how to use it effectively, etc. At the end of the class, I received this email from one of the directors who attended. I want to share this with all of our current users as to how one person can make a difference. He sent this to all of the stakeholders in his division.

Colleagues, my name is Mike, I am a recovering email addict. Today is my first day of being "clean."

In an effort to break my addiction to email, implement new time management skills and improve productivity, I will no longer be continuously monitoring my email as I have in the past.

I will process email at only two or three discrete times during the day. At this time, your email will be read and:

1) I will reply - time permitting
2) I will delegate it to another expert who can reply more accurately or more quickly than I can
3) I will defer your message for proper analysis and reply when my schedule permits
4) I will file or delete the message if no response is required

During this transition period, you may experience delays in response to your message. In addition, I may not have read your email by the next time we pass in the hall or you pop into my office.

When fully "leaned out" I expect response times to decrease from current levels of today.

As always, I stand by my personal guidelines for email usage:

1) Important decisions are NOT documented in emails - but in memorandums that can be transmitted by email
2) Do not email anyone if a quick phone call is sufficient - yes, the art of the phone call is back
3) Do not continue an email thread more than 3 deep
4) Highest priority on message that are sent "TO" me
5) Lowest priority on messages that are "CC'd" to me

Thank you for your patience and understanding during this time. Remember, it's a process.

As I mentioned, this is an international company and his group interfaces with others around the world, where email is the only effective way of communication. But even he is making the process work. I would be interested in hearing about any similar experiences you may have had and how you are dealing with them.