Recent research by the Kingston University in London, conducted for the UK's Advisory, Conciliation and Arbitration Service (ACAS) and entitled Strategies for Effectively Managing Email at Work, conducted a systematic review of literature in the field of psychology, computing and management focused on e-mail efficiency strategies.
The identified topics associated with current ways of using e-mail were compared to productivity and well-being indicators. A qualitative study followed, based on a representative sample of employees using e-mail.
It emerged that in fact no universal guide exists on how to use e-mail as effectively as possible and without unnecessary stress. Moreover, the following generally accepted truths were refuted.
1st myth: Do not check e-mail the whole day
In general, it is recommended not to track incoming emails throughout the whole day but to open the mailbox only two or three times a day. The Kingston University study, however, states that employees who check e-mails regularly throughout the day have a sense of greater control over their work and feel less overwhelmed. Thus they experience less stress.
2nd myth: E-mail distracts us from real work
The study confirmed that only a minimum number of e-mails we receive and send at work relate to something other than important work matters. Most employees would not be able to handle their work so efficiently without e-mail.
3rd myth: Dealing with e-mails outside working hours increases stress
This year, France has introduced a law that enables employees to disconnect from their work e-mails outside working hours. The study showed, however, that employees prefer flexible using of e-mail. Nonetheless, sending work-related mails in non-working hours is considered unethical.
4th myth: A deadline for the answer should be set
When employees are obliged to respond to e-mails within a specified time frame, it creates unnecessary pressure and forces them to react instead of thinking strategically. This request is legitimate when communicating with clients but not across entire companies.
5. Nobody likes carbon copies and replies to all
Here we need to look at the relationship between the people who are exchanging e-mails. In companies with blame cultures, carbon copies (CC) and replies to all have a negative reputation. However, if the relationship between the writers is good, CCs and replies to all are perceived positively.
And what is the conclusion of the study? The impact of e-mail usage on employee productivity and well-being depends on both individual employees and corporate culture. Here companies should start to improve the electronic communication between their employees and customers if they want to reduce the time and stress associated with it.
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