“Balance your digital practices at work.” This is the promise (or injunction?) of the guide entitled “Flow,” which has been .

The document, which is aimed at employees and organisations alike, focuses on emails, which are considered to be far too time-consuming. “Fifty or so incoming emails a day generate more than an hour of lost work time,” notes IMS. Employees generally react to incoming email in less than six seconds, before needing more than a minute to regain full concentration.

Drawing on the scientific literature on the subject, IMS Luxembourg therefore proposes a number of simple rules to apply in order to better manage their outboxes and inboxes.

Short, clear emails

A good email is a concise message with an explicit subject and a clear structure. An email that is too long or confusing can lead to up to 30% of time being wasted in unnecessary exchanges, according to studies on the subject. Avoid acronyms and limit the number of recipients, recommends IMS Luxembourg. Attach files only if necessary, otherwise prefer a link. Less ambiguity means less time wasted.

Limit email checking

Checking your email every time you receive a new one? A bad habit. Every interruption reduces productivity. Ideally, you should only check your inbox three times a day. “Alternatively, you can block push interruptions by putting your phone or mailbox on silent, or by setting aside specific times of the day and week to deal with emails as a group,” writes IMS.

Optimising your inbox

Filtering, sorting, archiving... Use the automatic functions to organise your messages. An employee can waste up to 28% of their working time managing a cluttered inbox, says a McKinsey study. Schedule out-of-office replies and learn how to manage your tasks directly via your inbox. Less clutter, more efficiency.

Respect working hours

Avoid sending emails outside office hours to avoid hyperconnection and the stress it causes. Schedule them to be sent later if necessary. A late message or one sent at the weekend may not be well received by the recipient. This practice should therefore be avoided. “Although this risks messages piling up on Monday morning, it is the lesser evil,” says IMS.

Choosing the right tool

Used indiscriminately, is email really always the best option? Many internal communications could be better managed with other tools. For a quick exchange, opt for instant messaging. For a document, prefer a shared space. Adapting the tool to the need reduces digital overload. As for “complex, so-called ‘emotional’ communications (e.g. refocusing), these are best handled face-to-face,” explains IMS.

Taking the time to respond

You don’t have to be instant. Too many professional misunderstandings stem from poorly worded or rushed emails. A well thought-out email avoids misunderstandings. Write calmly, choose your recipients carefully and don’t hesitate to opt for a phone call if that’s more effective. “Slowing down the speed of email somewhat helps to reduce interruptions and hyperconnection, while encouraging other means of communication that are more relevant in terms of immediacy.” The good old face-to-face discussion in the office, for example.

Training and awareness-raising in the workplace

Email is at the heart of the workplace, but few employees are trained in how to use it properly. IMS Luxembourg recommends a programme including a demonstration of basic and advanced functions, a presentation and analysis of problematic emails (because they are incoherent or impolite), a simulation aimed at managing these problematic emails and the collective drafting of email usage charters. “The greater the volume of emails learners have to deal with, the more positive the impact of such training will be for them,” concludes IMS.

Fewer--but better--emails: is it a goal that can be achieved?

This article was originally published in .