Email: The Inconspicuous Time Waster


A look at three email practices that are sucking employees’ time.

Email singlehandedly reinvented the modern workplace by taking the best offerings of fax communication and making faster, simpler, and more effective.  However, where email succeeded in making office processes more streamlined, it also succeeded in adding to employees’ workloads by making them able to handle more work in any given time.  The result is that many office workers hold emails directly responsible for their stress levels.

Research has shown that almost twenty percent of workers find that their stress levels rise with the amount of emails flooding into their inboxes.  More importantly, over twenty percent feel that their focus is being strained with a large amount of inbound emails.  Despite its undeniable convenience, email is seemingly responsible for stress and strained productivity in office workers.

It has been estimated that the average worker spends about ninety minutes dealing with email-related work.  So, how can this time be reduced?

Microsoft training courses will certainly help, as these can help employees channel their email-related work more effectively.  In addition, here are three time wastages of which employees should be aware:

One:  Working through an inbox methodically

Many employees tend to believe that treating their inboxes like ‘to-do’ lists is a good way to reduce their workloads.  These employees believe that clearing their inboxes will mean that their work is done.  However, this thinking may result in rushed jobs and broken concentration as they try to deal with each incoming message there and then.

These employees will definitely benefit from Microsoft training courses in Johannesburg, as these will provide them with the knowledge of programs that will assist in completing tasks quickly and, more importantly, correctly.

 Two:  Filing emails immediately

Granted, using computer folders is the best way to keep things ordered on a computer.  However, creating multiple folders and then having to look for those folders later takes up a great deal of time.

Here again, Microsoft training courses can help these employees.  These can teach employees about more effective ways to locate important emails.  Microsoft Outlook, for example, has a very efficient search function, which could save employees time and effort when locating past messages.

Three:  Constant connectivity

Having emails sent to mobile devices seems like an effective way to save time.  However, this can prove to be more troublesome than helpful.  By having emails come through at any time in the day, employees may lose focus of more important tasks.  Moreover, email responses during events such as meetings will often be rushed and devoid of the proper amount of attention required.

The solution for this is simply to have employees refrain from answering emails on mobile devices during more important events and tasks.  Banning email in certain parts of the office, such as the boardroom, might also increase attention during meetings and brainstorming sessions.

Email is so integral to modern business that most offices take for granted that their employees can use it effectively.  However, proper email usage can save a great deal of time and lower employees’ overall stress levels.  Microsoft training courses in Johannesburg can certainly help with this, which makes them important for all employees, including the ones who are already computer literate.

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