How embarrassing… More than half of Germans have sent a confidential e-mail to the wrong recipient by mistake. Are you one of them? You don’t have to be! Efficient management of e-mails now involves much more than a tidy inbox. A holistic concept for information management is required. Read here about the pitfalls of e-mail productivity and how you can successfully avoid them.

E-Mail as a Competitive Factor

E-mails have become the most popular form of communication in recent years. One in ten employees already receives 40 or more e-mails every day (Bitkom, 2014) and the volume continues to rise. Many companies are concerned about the increasing workload  of employees and are trying to reduce the number of e-mails. Some are even considering becoming “zero e-mail” workplaces, but this is a risky move. After all, many e-mails contain business-critical information. Good e-mail archiving is therefore essential. Proper handling of digital mail has become an important competitive factor. So it’s even more important to avoid pitfalls in e-mail productivity:

With a bit of discipline, you can easily avoid these pitfalls and increase e-mail productivity. In addition, companies can save a lot of time and money with the right tools (see pitfalls 3 and 4) – and avoid the stress of e-mail. Release and notice workflows are just as helpful as a central archive. OPTIMAL SYSTEMS has a proven portfolio in the areas of e-mail archiving and e-mail administration, which also integrates commonly used groupware systems. Finding an important e-mail from 2009 can be challenging – but not with the right software, such as enaio®. ECM allows you to manage e-mails  and helps you meet legal requirements. It also improves collaboration between employees and teams, and increases productivity.

Five Tips for Better E-Mail Productivity

  • Qualify and quantify the e-mail inbox and define responsibilities.
  • Get an improved overview of your inbox by using mailboxes for specific functions (e.g. for projects or similar events). Rules will help you to pre-sort your inbox.
  • Simplify replies, for example by using predefined text templates.
  • Keep other communication channels in mind, and integrate them into the processing of inquiries if necessary. This also involves questioning whether e-mail is really the right medium. Before writing a new e-mail,  ask yourself whether you can achieve your aim faster using another channel.
  • Don’t forget to archive: the legal obligation to archive business-related correspondence also applies to e-mails.