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  • Cut Hours On Email in Half - Gain 4+ Hours Weekly

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    Moïse Guilavogui
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    This document discusses strategies for improving team communication and reducing time spent on emails. It notes that the average office worker receives 120 emails per day but only sends 40. It also reports that email fatigue could make 38% of workers quit their jobs and that 16% of the work week is spent on emails. The document then provides guidelines for different communication methods like chats, phone calls, emails, video calls, and face-to-face meetings. It suggests when each method is best to use and expected response times. The goal is to cut hours spent on email in half to make more time for important tasks.

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    Cut Hours on Email in Half _ Gain 4+ Hours Weekly

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    This document discusses strategies for improving team communication and reducing time spent on emails. It notes that the average office worker receives 120 emails per day but only sends 40. It also reports that email fatigue could make 38% of workers quit their jobs and that 16% of the work week is spent on emails. The document then provides guidelines for different communication methods like chats, phone calls, emails, video calls, and face-to-face meetings. It suggests when each method is best to use and expected response times. The goal is to cut hours spent on email in half to make more time for important tasks.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
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    24 views14 pages

    Cut Hours On Email in Half - Gain 4+ Hours Weekly

    Uploaded by

    Moïse Guilavogui
    This document discusses strategies for improving team communication and reducing time spent on emails. It notes that the average office worker receives 120 emails per day but only sends 40. It also reports that email fatigue could make 38% of workers quit their jobs and that 16% of the work week is spent on emails. The document then provides guidelines for different communication methods like chats, phone calls, emails, video calls, and face-to-face meetings. It suggests when each method is best to use and expected response times. The goal is to cut hours spent on email in half to make more time for important tasks.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Flag for inappropriate content
    of 14

    team communication system

    how I cut
    hours on
    email in half
    gain 4 hours weekly...
    without overlooking
    the important

    Kate Sotsenko
    #TheGoodBusy
    the why | curious facts solution

    120 40
    number of emails number of emails
    an employee an employee
    receives per day sends per day

    6 OUT office workers agree


    emails prevent them
    OF 10 from primary duties

    38% 16%

    say email fatigue could of work week is spent


    make them quit their job on emails

    Sources: Microsoft, The Guardian, Prosperity Media

    Kate Sotsenko | thegoodbusy.com


    expected
    type when best to use
    response time

    asap, ideally within quick questions and


    15min casual topics

    within 24 hours;
    information sharing,
    if answer requires,
    formal documentation
    time acknowledge
    and records
    email within 48 hours

    urgent, priority
    complex discussions,
    related, or
    immediate decision
    scheduled in
    and clarification
    advance

    urgent, priority
    collaborative
    related, or
    discussions, visual
    scheduled in
    demos, rapport building
    advance

    all topics, including


    all of the above
    team bonding and
    (context dependent)
    sensitive issues

    Kate Sotsenko | thegoodbusy.com


    01 | chats (Slack, Teams, etc.)

    why
    instant feedback and response

    how & when


    use 1:1 or small groups
    add emojis for the tone
    use @mentions for urgent topics
    set status to indicate availability
    keep messages concise and simple

    expected response time


    15-30min, time-sensitive
    or urgent

    Kate Sotsenko | thegoodbusy.com


    02 | phone calls

    why
    immediate decision in under 15min

    how & when


    prepare talking points
    actively listen and engage
    use for complex discussions
    schedule in advance (if not urgent)
    summarize understanding in a short email

    expected response time


    ideally scheduled 4 hours
    in advance or urgent

    Kate Sotsenko | thegoodbusy.com


    03 | emails

    why
    formal documentation and records

    how & when


    use for formal discussions
    attach relevant files and links
    add a clear subject and call-to-action
    keep emails spacious: write in bullet points
    propose a call in case of 3+ back-and-forth

    expected response time


    <24 hours; if answer
    requires time, acknowledge
    email within 48 hours

    Kate Sotsenko | thegoodbusy.com


    04 | video calls

    why
    visual demos and rapport building

    how & when


    use for collaborative discussions
    schedule in advance (if not urgent)
    share screen or make use of whiteboard
    add only people taking part in the discussion
    eyes do not lie - beware of multitasking

    expected response timing


    ideally scheduled 24 hours
    in advance or urgent

    Kate Sotsenko | thegoodbusy.com


    05 | face to face

    why
    all topics, including bonding & sensitive issues

    how & when


    prioritize for sensitive issues
    respect personal space and timing
    use for celebrations or brainstormings
    observe your and others’ body language
    for fully remote teams, use video calls

    expected response timing


    immediate, quick, urgent, if
    >15min ideally scheduled 24
    hours in advance

    Kate Sotsenko | thegoodbusy.com


    nugget of the day

    true breaking news will find you,


    and the rest isn’t urgent or
    doesn’t matter

    “Make Time”
    by Jake Knapp & John Zeratsky

    Kate Sotsenko | thegoodbusy.com


    the what | today

    from bad busy


    flooded with “urgent” emails - missing
    out on what’s truly important

    Kate Sotsenko | thegoodbusy.com


    the what | tomorrow

    to good busy
    cutting hours on email in half - making
    time for what’s important to you

    Kate Sotsenko | thegoodbusy.com


    my Good Busy
    framework

    pause rewind forward play replay

    start with get replay:


    the end perspective keep or toss

    invest in move 1 step


    preparation at a time

    This post is about


    See you in the next one!

    Kate Sotsenko
    #TheGoodBusy
    Hi, I'm Kate Sotsenko
    I teach leaders how to free up 30% of time
    at work, so they can enjoy time beyond work.

    Repost if you found


    this playbook useful

    Thank you for


    spreading the word!

    #TheGoodBusy
    Illustrations by Zdenek Sasek
    get good
    busy faster
    better results, less effort, +30% free time

    Grab 5 free playbooks at


    thegoodbusy.com/newsletter

    Join my online course at


    thegoodbusy.com/course

    DM “Ready” if you’re ready for


    a team workshop or 1:1 coaching

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