Communication
"One of the effects of living with electric information
is that we live habitually in a state of information overload. There's always
more than you can cope with."
- Marshall McLuhan
One of the responses I got to my question in
January about communication problems was this:
My communication problem is communication
overload from emails and meetings. Do most people receive between 50 to 100
emails daily and spend two - three hours in meetings daily? I'm curious to know
how people deal with the communication overload.
Finding solutions to our overwhelmingly busy
lives is an almost insurmountable task. Perhaps the first step is to borrow
from the 12 step programs: "We admitted we were powerless over our
addiction - that our lives had become unmanageable."
Admitting we have a problem is always the
first step. Past that acknowledgement, here are some tips.
Don't let it interrupt you
Set a time for email. Try to limit yourself to
two or three times a day and limit the amount of time you spend reading and
responding. Too often our attention is distracted when we are notified of a new
message. Set up reminders in your calendar to remind you to check your email
and turn off the new message notification.
Process the messages
Go through your inbox and do one of the
following to each message:
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Delete it.
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Respond to it or take other action (like adding
an event to your calendar), then delete it. If you find yourself responding
with the same information to several messages, create a template and save it to
be used the next time someone asks for the same information.
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Forward it if you are delegating
responsibility, then delete it. You'll have a copy of it in the sent message
folder.
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File it.
If you are going to file messages, set up folders that work for you and
drop the messages into them. Decide ahead of
time which folders have priority. Make sure you check through those. For
instance, emails from your clients, customers, or members may take priority.
Emails from your boss might be next. Regulatory or legal correspondence might
be next on the list. Schedule a time each day to glance through the highest priority folders.
You might add one for newsletters and other non-emergency information you
want to read later. Be honest with yourself about this, though. If you know you
won't go back and read it later, delete it now.
Try to touch each item only once,
except for those messages that you file.
Dealing with meetings
As for the meetings, if you are attending, insist
on an agenda ahead of time. If you are running the meeting, create and
distribute one to the attendees in advance so everyone will have the
opportunity to be prepared. If possible,
handle issues by email or phone conferences rather than in face-to-face meetings.
If you find yourself sitting in a meeting where nothing is getting
accomplished, offer to head up a sub-committee to research the problem and
report back at the next meeting.
I welcome additional tips. What works for you
as far as handling your email? What tricks have you found to deal with the measureless
messages you receive? Do you have specific steps you take to make sure meetings
are worthwhile? I'll share your ideas in a future issue of Crystallizations.
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Crystal Communications
6000 Trone Trail
San Antonio, Texas 78238
210-863-2250
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Puzzle
Barbara Robinson from Air-Stream won last month's puzzle. She was the first of many of you who figured out that the bus driver was walking instead of driving.
This month, can you use only +, -, *, / to make
six 9s equal 100? There are several correct solutions.
9 9 9 9 9 9 = 100
The first correct entry will win a $25 gift certificate from Nicavid's Bakery and Cafe.
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Don't forget!
Tuesday, March 2 is Election Day for the Democratic and Republican primaries. If you live in Bexar County, visit here to find your polling place and a sample ballot.
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