Your team is ignoring 70% of your emails, and it’s not their fault.  The old adage, less is more, is perhaps more applicable today than it ever has been.  With email inboxes overflowing, calendars overbooked, endless social media content – we are inundated with information from the time we get up to the time we go to bed.  Although the idea of unplugging sounds liberating in theory, it is also terrifying, knowing that everything is still there just piling up for later.

What’s the problem:

With all this communication, you would think people are feeling more connected and informed than ever, right?  Sadly, our current reality is quite the opposite.  In a recent report from Gallup we find that an increasing number of workers are disengaged.  In fact, out of roughly 67,000 people surveyed, only 32% reported feeling engaged in their workplace. 

So, how is it that in the age of inclusivity, so many people can feel lost and disinterested?  It begins with what we are being taught:

• Copy everyone on all emails
• Don’t leave anyone off the meeting invite
• Over communicate, share everything

In addition, we have been conditioned from an early age to:

• Measure success by the number of words we write
• Agree with the majority, avoiding controversy
• Always have an answer, even if we really don’t  

This all results in the daily slog of filtering through the meaningless 70% of communications we receive, to get to the 30% that matter.  We also end up spending an inordinate amount of time in pointless and poorly facilitated meetings that keep us from doing our work.  More importantly, it leaves us craving something authentic and value added.  Unfortunately, this is a longing that often goes unsatisfied.

The Shocking Truth:

• The average professional receives 120 emails a day, consuming more than 23% of their time.  

• In 2021, Forbes reported survey results that said 38% of respondents admitted that the volume of email traffic at work could cause them to quit.

• Majority of employees spend at least 1/3 of their time in meetings, with that number more than doubling for executive management.

• 65% of employees say that meetings are the primary reason that keeps them from completing their work.

What to do:

This is a systemic problem that isn’t going to be fixed by any one person, or effort.  However, we have the power to implement smart controls to minimize the impact and lead by example.  Here are some strategies to effectively manage communication overload:

• Personally challenge the need for every communication before initiating.  Force yourself to identify the reason for the communication, the cost of not doing it, the required outcome, and the necessary stakeholders.

• Ensure only pertinent content and essential recipients are included.  It is the originator’s responsibility (and opportunity) to preserve their audience’s time.

• Distill down the thoughts or ideas that need to be conveyed to ensure a concise delivery that is more likely to be received. Be sure to clearly state what action is required by recipients.

• Be selective and strategic in the actions you take regarding email.  If the required next steps aren’t clear, consider the possibility that the best action may be no action. If there is a sincere need for input from you, the sender will follow up.  

• Stop attending meetings with topics that you don’t have direct responsibility for.  If you are truly needed, they’ll notice your absence.

• Inform colleagues of your communication preferences, and request that they exclude you from content that doesn’t directly pertain to you or require your input.

There are certainly more ways to further this effort, but the steps above are a great starting point. 

The bottom line:

Most communications today are just costly distractions that compete with the few meaningful exchanges for precious time and attention. Despite our ability to spot these black holes, we still end up exerting a significant amount of energy fighting their gravity. Worse yet, we become guilty of producing them ourselves.

But don’t despair, there is hope!  With awareness, proper motivation, and the right tools, you can take back your time and put it to better use doing what you do best. It’s time to fight back and put a stop to all the noise. 

Interested in exploring more ways to improve your communication practices?  Click the link below to schedule a complimentary consultation today.