Managing “emails” - Revision history

Rorh123: /* Software That Can Help With the Handling of Emails */

2022-03-22T14:44:07Z

Software That Can Help With the Handling of Emails

← Older revision		Revision as of 14:44, 22 March 2022
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	== Software That Can Help With the Handling of Emails ==		== Software That Can Help With the Handling of Emails ==

	With the rise of technology, communication has moved online giving birth to new social technology. At the beginning of the 2010s companies started to move their internal communication from emails to social technology such as Alack, Asana, Teams and other communication tools. Research done by Mckinsey showed that about 72% of companies today use social technologies in some way but very few are anywhere near achieving full potential benefits <ref name="Socialtech"/>. A lot of companies have spent resources on developing ways to reach consumers through social technology but McKinsey Global Institute (MGI) still expects at least twice i potential value ~~likes~~ in using social tools to enhance communication, knowledge sharing, and collaboration within and across enterprises.		With the rise of technology, communication has moved online giving birth to new social technology. At the beginning of the 2010s companies started to move their internal communication from emails to social technology such as Alack, Asana, Teams and other communication tools. Research done by Mckinsey showed that about 72% of companies today use social technologies in some way but very few are anywhere near achieving full potential benefits <ref name="Socialtech"/>. A lot of companies have spent resources on developing ways to reach consumers through social technology but McKinsey Global Institute (MGI) still expects there is at least twice the potential value gain in using social tools to enhance communication, knowledge sharing, and collaboration within and across enterprises than used now.
	Other software products such as Microsoft Outlook incorporate integrated applications for handling emails such as automatic rules for handling spam/junk emails as well as sorting/clustering emails into pre-defined folders, helping a lot with reducing the time spent on managing emails. <ref name="tech2"/>.		Other software products such as Microsoft Outlook incorporate integrated applications for handling emails such as automatic rules for handling spam/junk emails as well as sorting/clustering emails into pre-defined folders, helping a lot with reducing the time spent on managing emails. <ref name="tech2"/>.

Rorh123: /* Inform of Email Management Policy */

2022-03-22T14:42:46Z

Inform of Email Management Policy

← Older revision		Revision as of 14:42, 22 March 2022
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	=== Inform of Email Management Policy ===		=== Inform of Email Management Policy ===
	~~Clear information should be given throughout the organization as the~~ organization’s corporate email management policy makes it clear what emails employees should be able to identify to keep as official records and what emails can be deleted. Most importantly, employees in the organization must be aware of how and where official record emails are to be captured and retained. <ref name="Policy"/>.		The organization’s corporate email management policy should makes it clear what emails employees should be able to identify to keep as official records and what emails can be deleted. Most importantly, employees in the organization must be aware of how and where official record emails are to be captured and retained. <ref name="Policy"/>.

	=== Encourage Different Ways of Communication ===		=== Encourage Different Ways of Communication ===

Rorh123: /* Encourage different ways of communication */

2022-03-22T14:41:43Z

Encourage different ways of communication

← Older revision		Revision as of 14:41, 22 March 2022
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	Clear information should be given throughout the organization as the organization’s corporate email management policy makes it clear what emails employees should be able to identify to keep as official records and what emails can be deleted. Most importantly, employees in the organization must be aware of how and where official record emails are to be captured and retained. <ref name="Policy"/>.		Clear information should be given throughout the organization as the organization’s corporate email management policy makes it clear what emails employees should be able to identify to keep as official records and what emails can be deleted. Most importantly, employees in the organization must be aware of how and where official record emails are to be captured and retained. <ref name="Policy"/>.

	=== Encourage ~~different ways~~ of ~~communication~~ ===		=== Encourage Different Ways of Communication ===
	Since information can be lost using email as a communication channel and since email is a prominent way of communication inside organizations, a strategic shift in organizational culture is proposed <ref name="Organ"/> by discouraging the predominant use of email in favor of more effective methods such as face-to-face or telephone interactions. This could be encouraging by having teams that are working closely together on a daily basis, located in the same place physically, making them use face-to-face talk as an easier and more accessible communication option instead of emailing. e.g. open offices could be a way to lower the number of emails sent within the organization.		Since information can be lost using email as a communication channel and since email is a prominent way of communication inside organizations, a strategic shift in organizational culture is proposed <ref name="Organ"/> by discouraging the predominant use of email in favor of more effective methods such as face-to-face or telephone interactions. This could be encouraging by having teams that are working closely together on a daily basis, located in the same place physically, making them use face-to-face talk as an easier and more accessible communication option instead of emailing. e.g. open offices could be a way to lower the number of emails sent within the organization.

Rorh123: /* Software that can help with the handling of Emails */

2022-03-22T14:41:29Z

Software that can help with the handling of Emails

← Older revision		Revision as of 14:41, 22 March 2022
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	Since information can be lost using email as a communication channel and since email is a prominent way of communication inside organizations, a strategic shift in organizational culture is proposed <ref name="Organ"/> by discouraging the predominant use of email in favor of more effective methods such as face-to-face or telephone interactions. This could be encouraging by having teams that are working closely together on a daily basis, located in the same place physically, making them use face-to-face talk as an easier and more accessible communication option instead of emailing. e.g. open offices could be a way to lower the number of emails sent within the organization.		Since information can be lost using email as a communication channel and since email is a prominent way of communication inside organizations, a strategic shift in organizational culture is proposed <ref name="Organ"/> by discouraging the predominant use of email in favor of more effective methods such as face-to-face or telephone interactions. This could be encouraging by having teams that are working closely together on a daily basis, located in the same place physically, making them use face-to-face talk as an easier and more accessible communication option instead of emailing. e.g. open offices could be a way to lower the number of emails sent within the organization.

	== Software ~~that can help with~~ the ~~handling~~ of Emails ==		== Software That Can Help With the Handling of Emails ==

	With the rise of technology, communication has moved online giving birth to new social technology. At the beginning of the 2010s companies started to move their internal communication from emails to social technology such as Alack, Asana, Teams and other communication tools. Research done by Mckinsey showed that about 72% of companies today use social technologies in some way but very few are anywhere near achieving full potential benefits <ref name="Socialtech"/>. A lot of companies have spent resources on developing ways to reach consumers through social technology but McKinsey Global Institute (MGI) still expects at least twice i potential value likes in using social tools to enhance communication, knowledge sharing, and collaboration within and across enterprises.		With the rise of technology, communication has moved online giving birth to new social technology. At the beginning of the 2010s companies started to move their internal communication from emails to social technology such as Alack, Asana, Teams and other communication tools. Research done by Mckinsey showed that about 72% of companies today use social technologies in some way but very few are anywhere near achieving full potential benefits <ref name="Socialtech"/>. A lot of companies have spent resources on developing ways to reach consumers through social technology but McKinsey Global Institute (MGI) still expects at least twice i potential value likes in using social tools to enhance communication, knowledge sharing, and collaboration within and across enterprises.
	Other software products such as Microsoft Outlook incorporate integrated applications for handling emails such as automatic rules for handling spam/junk emails as well as sorting/clustering emails into pre-defined folders, helping a lot with reducing the time spent on managing emails. <ref name="tech2"/>.		Other software products such as Microsoft Outlook incorporate integrated applications for handling emails such as automatic rules for handling spam/junk emails as well as sorting/clustering emails into pre-defined folders, helping a lot with reducing the time spent on managing emails. <ref name="tech2"/>.

Rorh123: /* Write more precise and less emails */

2022-03-22T14:40:58Z

Write more precise and less emails

← Older revision		Revision as of 14:40, 22 March 2022
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	According to an article on Superoffice, the average person opens 20% of “permission mailers” (e.g. newsletters) which they then spend on average about 15-20 seconds reading each of these emails, taking more than four minutes each day <ref name="SuperOffice"/>. Just deleting an email takes an average of 3.2 seconds, adding up to more than three minutes per day. This is a small but important reason to unsubscribe and block unwanted emails rather than just deleting them.		According to an article on Superoffice, the average person opens 20% of “permission mailers” (e.g. newsletters) which they then spend on average about 15-20 seconds reading each of these emails, taking more than four minutes each day <ref name="SuperOffice"/>. Just deleting an email takes an average of 3.2 seconds, adding up to more than three minutes per day. This is a small but important reason to unsubscribe and block unwanted emails rather than just deleting them.

	=== Write ~~more precise~~ and ~~less emails~~ ===		=== Write More Precise and Less Emails ===

	Email Overload often leads to frustration due to the feeling of never getting work done, as a result, this leads to people trying to answer as fast as possible to get to the bottom of the unread mails. Research suggests that one of the causes of email overload is that a lot of emails are unclear and incoherent hence leading to more confusion and thus more emails <ref name="Australia"/>. When sending emails it is very important to an informing subject title <ref name="Sublines"/>, as well as the content of the mail, being very clear and understandable reducing confusion for the receiver. Other forms of communication channels should be promoted more such as face-to-face talk or phone calls which is a richer medium for communication than emails.		Email Overload often leads to frustration due to the feeling of never getting work done, as a result, this leads to people trying to answer as fast as possible to get to the bottom of the unread mails. Research suggests that one of the causes of email overload is that a lot of emails are unclear and incoherent hence leading to more confusion and thus more emails <ref name="Australia"/>. When sending emails it is very important to an informing subject title <ref name="Sublines"/>, as well as the content of the mail, being very clear and understandable reducing confusion for the receiver. Other forms of communication channels should be promoted more such as face-to-face talk or phone calls which is a richer medium for communication than emails.

Rorh123: /* Email management on the organizational level */

2022-03-22T14:40:40Z

Email management on the organizational level

← Older revision		Revision as of 14:40, 22 March 2022
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	[[File:Badcommunicationcycle.png\|600px\|thumb\|center\|Texas Tech University Libraries (2018) <ref name="Radicati"/>. ]]		[[File:Badcommunicationcycle.png\|600px\|thumb\|center\|Texas Tech University Libraries (2018) <ref name="Radicati"/>. ]]

	== '''Email ~~management~~ on the ~~organizational level~~'''==		== '''Email Management on the Organizational Level'''==

	=== Email Guidelines ===		=== Email Guidelines ===

Rorh123: /* Email guidelines */

2022-03-22T14:40:24Z

Email guidelines

← Older revision		Revision as of 14:40, 22 March 2022
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	== '''Email management on the organizational level'''==		== '''Email management on the organizational level'''==

	=== Email ~~guidelines~~ ===		=== Email Guidelines ===
	Companies should issue guidelines, which would include the use of email only after careful consideration, avoiding letter style writing, not sending "thank you" emails, and using acceptable abbreviations, e.g. ‘FYI’ <ref name="Organ"/>. Many of the emails employees received are also shown not to be relevant for them. Usually, these irrelevant emails were a result of emails sent to all employees<ref name="interruption"/>. This was particularly true when employees used a reply-to-all message where the entire company received the message yet it was only ever useful to one or two individuals<ref name="interruption"/>. To eliminate or reduce this problem it should be encouraged to restrict the use of "email-to-all" messages, and especially "reply-to-all" messages. To achieve this on an organizational scale better education and training on the use of email should be done.		Companies should issue guidelines, which would include the use of email only after careful consideration, avoiding letter style writing, not sending "thank you" emails, and using acceptable abbreviations, e.g. ‘FYI’ <ref name="Organ"/>. Many of the emails employees received are also shown not to be relevant for them. Usually, these irrelevant emails were a result of emails sent to all employees<ref name="interruption"/>. This was particularly true when employees used a reply-to-all message where the entire company received the message yet it was only ever useful to one or two individuals<ref name="interruption"/>. To eliminate or reduce this problem it should be encouraged to restrict the use of "email-to-all" messages, and especially "reply-to-all" messages. To achieve this on an organizational scale better education and training on the use of email should be done.

Rorh123: /* Inform of email management policy */

2022-03-22T14:40:15Z

Inform of email management policy

← Older revision		Revision as of 14:40, 22 March 2022
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	Companies should issue guidelines, which would include the use of email only after careful consideration, avoiding letter style writing, not sending "thank you" emails, and using acceptable abbreviations, e.g. ‘FYI’ <ref name="Organ"/>. Many of the emails employees received are also shown not to be relevant for them. Usually, these irrelevant emails were a result of emails sent to all employees<ref name="interruption"/>. This was particularly true when employees used a reply-to-all message where the entire company received the message yet it was only ever useful to one or two individuals<ref name="interruption"/>. To eliminate or reduce this problem it should be encouraged to restrict the use of "email-to-all" messages, and especially "reply-to-all" messages. To achieve this on an organizational scale better education and training on the use of email should be done.		Companies should issue guidelines, which would include the use of email only after careful consideration, avoiding letter style writing, not sending "thank you" emails, and using acceptable abbreviations, e.g. ‘FYI’ <ref name="Organ"/>. Many of the emails employees received are also shown not to be relevant for them. Usually, these irrelevant emails were a result of emails sent to all employees<ref name="interruption"/>. This was particularly true when employees used a reply-to-all message where the entire company received the message yet it was only ever useful to one or two individuals<ref name="interruption"/>. To eliminate or reduce this problem it should be encouraged to restrict the use of "email-to-all" messages, and especially "reply-to-all" messages. To achieve this on an organizational scale better education and training on the use of email should be done.

	=== Inform of ~~email management policy~~ ===		=== Inform of Email Management Policy ===
	Clear information should be given throughout the organization as the organization’s corporate email management policy makes it clear what emails employees should be able to identify to keep as official records and what emails can be deleted. Most importantly, employees in the organization must be aware of how and where official record emails are to be captured and retained. <ref name="Policy"/>.		Clear information should be given throughout the organization as the organization’s corporate email management policy makes it clear what emails employees should be able to identify to keep as official records and what emails can be deleted. Most importantly, employees in the organization must be aware of how and where official record emails are to be captured and retained. <ref name="Policy"/>.

Rorh123: /* Reduce number of irrelevant Emails */

2022-03-22T14:40:02Z

Reduce number of irrelevant Emails

← Older revision		Revision as of 14:40, 22 March 2022
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	Going for 0 emails in the inbox is very a strong method of making sure no mail is forgotten or overseen. This should be done by archiving all emails that have been dealt with. Emails that are completely finished and which are not needed again should be deleted immediately. Having a full inbox will also be very distracting making rereading old emails a common occurrence.		Going for 0 emails in the inbox is very a strong method of making sure no mail is forgotten or overseen. This should be done by archiving all emails that have been dealt with. Emails that are completely finished and which are not needed again should be deleted immediately. Having a full inbox will also be very distracting making rereading old emails a common occurrence.

	=== Reduce number of ~~irrelevant~~ Emails ===		=== Reduce number of Irrelevant Emails ===
	According to an article on Superoffice, the average person opens 20% of “permission mailers” (e.g. newsletters) which they then spend on average about 15-20 seconds reading each of these emails, taking more than four minutes each day <ref name="SuperOffice"/>. Just deleting an email takes an average of 3.2 seconds, adding up to more than three minutes per day. This is a small but important reason to unsubscribe and block unwanted emails rather than just deleting them.		According to an article on Superoffice, the average person opens 20% of “permission mailers” (e.g. newsletters) which they then spend on average about 15-20 seconds reading each of these emails, taking more than four minutes each day <ref name="SuperOffice"/>. Just deleting an email takes an average of 3.2 seconds, adding up to more than three minutes per day. This is a small but important reason to unsubscribe and block unwanted emails rather than just deleting them.

Rorh123: /* Annotated Bibliography */

2022-03-22T14:39:36Z

Annotated Bibliography

← Older revision		Revision as of 14:39, 22 March 2022
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	Following references may be beneficial for further reading on the topic addressed in this article.		Following references may be beneficial for further reading on the topic addressed in this article.

	'''Whittaker, S., and Sidner, C. (1996) - Email overload: exploring personal information management of email. In Proceedings of the SIGCHI ’96, ACM (1996), 276–283.''' For the detailed description of Email overload and why this is an important topic as well as what to do about it, read pages 276-283 from Whittaker, S., and Sidner, C. (1996). It goes through the problem the reason behind the problem and practical examples of how to deal with email overload such as how to file ~~mails~~ as well as full inbox ''do's and dont's''		'''Whittaker, S., and Sidner, C. (1996) - Email overload: exploring personal information management of email. In Proceedings of the SIGCHI ’96, ACM (1996), 276–283.''' For the detailed description of Email overload and why this is an important topic as well as what to do about it, read pages 276-283 from Whittaker, S., and Sidner, C. (1996). It goes through the problem the reason behind the problem and practical examples of how to deal with email overload such as how to file emails as well as full inbox ''do's and dont's''

	'''N.Panteli (2002) - Richness, power cues and email text pp. 75-86''' For and clearer description of the richness of online communication and how companies should use and understand email as a communication medium, read pages 75-86 from Richness, power cues, and email. It is a study carried out on email messages distributed within two academic departments over a period of several months-		'''N.Panteli (2002) - Richness, power cues and email text pp. 75-86''' For and clearer description of the richness of online communication and how companies should use and understand email as a communication medium, read pages 75-86 from Richness, power cues, and email. It is a study carried out on email messages distributed within two academic departments over a period of several months-