Who remembers the excitement of setting up their
first email account and the ping of receiving your first electronic missive?
Back in 1999 when I set up MPAD, from what Mrs P
describes as a cupboard under the stairs, I truly was excited when my friend
Matt, who worked for an IT / web company, helped me set up my account.
I can still remember the
address: mark@markpicken.initiative.net, although I can't remember who the
first email was sent to, or received from, as very few people I knew back then
were online.
Fast forward 16 years and the sound of emails
coming in sometimes fills me with dread, especially when I come back into the
office from holiday (as I have just done following half term).
No. 30 on my #40before40 list (yes, I'm still
working on finishing it off, but life has been busy lately and I've not got
round to blogging, ok?) was to: Use email less at work and other means of
communication more e.g. phone calls.
I have to confess that I have failed in this
challenge. Quite spectacularly if you were to look at my inbox.
But I am doing something to try and solve it
now.
I felt like I reached a tipping point during half
term as the numbers in the little red circle on my Apple Mail app on my iPhone
and iPad increased.
The problem with the notification system on the
phone is that unless you go into settings and switch it off, then it continues
to grab your attention.
So, I have to admit that I did check and clear
every mails fairly regularly during the break.
I ran a quick straw poll on LinkedIn and Twitter on
my return to MPAD towers to ask how people deal with emails during
holiday.
There were some really interesting and useful
responses (see the LinkedIn debate here), and some, er,
more forceful replies.
One useful comment on Twitter sent me through to a
BBC article entitled ‘Should holiday email be deleted?’.
The article focused on the work of German vehicle
manufacturer, Daimler, to support staff with their work / life balance.
Basically, when people go on holiday at Daimler
they set up an out of office message that tells recipients that their email has
been automatically deleted and that if it’s urgent to contact another member of
the team.
According to Daimler spokesperson, Oliver Wihofski,
99% of responses are positive.
Anyway, back to phone notifications. I have
switched them off several times before when on holiday - last June I switched
roaming off on my phone when we went to Brittany and only switched back on to
make a post on Facebook about England's dismal World Cup performances....
But what makes me sweat is when I switch them back
on after a relaxing break.
Depending on how long we’ve been away it can vary
from 800, 900 to 1,000 messages.
Then begins the soul destroying task of hitting
delete, especially as at least 95% of them are junk or spam.
There is also the guilt that’s associated with
seeing an email that’s been in your inbox for a while that you know you should
have replied to, but for whatever reason, you haven’t.
I love podcasts and on Reply All they came up with
a great idea to solve this - Email Amnesty Day - a day where we you can
reply to any email loitering in your inbox as if you'd only just received it.
A great idea, but what I'd really like is a day
that would allow you to send emails to people, but they’d have to wait at least
24 hours before replying, or they had to call you.
So, what am I doing to solve this middle class /
first world problem?
At work, we’re starting to use the messaging system
on our cloud based CRM system, Podio, much more.
Although the uptake has been slower than I would
have liked, as everyone is so used to sending emails, it is starting to work
really well, especially as I am out of the office a lot.
I’ve also split up my inbox, thanks to this
suggestion from Chris Rickard on LinkedIn, into ‘Priority’ and
‘Non Priority’ folders.
That’s taking a little time to implement, but I’ll
get there.
I’m also very tempted by the auto-delete system, so
will be speaking to our IT guy.
But, despite these ‘issues’ I think email has been
brilliant for me and the business. It’s helped us to generate work and build
relationships with clients and suppliers.
And it was over emails, 10 years ago, that I
started to chat to the now Mrs P when she was working at the West Briton, so
eat your heart out Meg Ryan and Tom Hanks......