E-Mail Overload

Email Overload
E-mail Overload

E-Mail overload is why many in the business community are resisting Social Media….True or False?

Well, I can start with my own email box and tell you that I receive on average about 200 emails per day.  I can also tell you that about 75% of them border on spam because most are advertisements or newsletters that I do not have time to read.  In some industries, there are businesses that want to develop an awareness of a particularly new product or special pricing.  Problem is they are duplicating their efforts and this information can be gathered through other programs.  Perhaps they were told by an email marketing expert that this was a valuable tool, but when you have thousands of other businesses doing the same thing, everyone suffers.

The key email time guzzler is in-house email.  There seems to be a “cover yourself” philosophy adopted by many  in that when some are sending an email, they just copy whoever they feel may, potentially, possibly, hopefully be important to copy.  AND THEN there are the “Reply to All” people.

So I am going to take a stab here to give some tips on ways we all can free up our email box which in turn should reap many extra minutes of every day.  Let’s tackle in-house first.

  1. Develop a formal in-house policy for email lists; i.e. who can email to whom.  If you are emailing your immediate Supervisor, it could be up to the immediate Supervisor who may need to get a copy of that email.

  2. No “Reply to All” is allowed in-house.

  3. If you ask to be taken off an email list, get a formal reply back that it will be done.

  4. No streaming emails .

  5. No “got it”, “yes”, “Thanks”, one word emails.  We know you got it and we know you are thankful.

  6. Policy must be strictly enforced.

  7. Emails that require ACTION should state that upfront.

  8. Follow up to whether you received an email should not be done for 24 hours.  No explanation points please!!!!!!!!

  9. Remembering that your email is most likely being viewed on a mobile phone…try to be as brief as possible.  If that is not possible because of content, send a brief email first about subject and then advise the recipient to expect a content driven email.  This allows the recipient to get quick info and then it prepares them for the more indepth email.

  10. If you have any options at all, get off email lists that you are not interested in receiving.

We all have our email address on our business cards, on our websites, just about everywhere we can think of.  Here are some tips to control emails coming from the outside community.

  1. When attending an event or meeting, we give out our business card so that potential clients will have our contact info.  This in itself will generate emails.  Take the time to really digest who contacts you by email.  Is it someone you wish to do business with, have lunch, etc.  If not at the present time or near future, do not respond to it yourself but forward it to a receptionist, intern, temp to respond for you with a standard reply.  Your staff person should then establish a follow up system to ask you at some future date, if you wish to contact this person again.

  2. If you start to get newsletters from acquaintenances that you have met at meetings and they are not of interest to you, you are more than likely given the opporutnity to “unsubscribe”.

  3. Remember the same courtesies apply to you when sending emails.  If you are exchanging a lot of emails with a particular person, make them aware of your preferences.

  4. Communicate what is important for you to know and what isn’t.

  5. Make a phone call when the emails go back and forth more than 3 times.  This will be a time-saver and it is more courteous.

There is so much to be gained here and if you are bogged down with emails you are going to be extremely resistent to growth, change, and (you had to know it was coming) Social Media.  Don’t get left behind and more importantly, missing opportunities that are available to you for FREE that will lead you to further successes.  Emails have a place in our businesses but that are not to consume us.

Social Media Overwhelming to Execs

Marketing by DM QR Code

Get it? Share it!


This past Saturday evening was super-great get together with friends that took the occasion of the  “SuperMoon” to have a nice relaxing evening together….maybe even a little March Madness as well.  We got the importance of the super moon, so we shared it.  These pictures shown here depict a more impressive picture than what we saw in Lancaster, PA, however, the affect was real….just to some more than others. 

I am going to take this opportunity to compare Social Media affect on the business community with what happened the other evening.  Comments regarding the SuperMoon were that it was not all that it was hyped up to be, I’ll wait another 18 years, perhaps it was brighter but not larger, etc.  Unless it was positively “super” to our eye right where we stood, it really wasn’t “super”. 

So now we get to Social Media affect or impact on business and where I am going with this.  First I must tell you that this was a gathering of varied professionals; a prominent Lawyer, V. P. of Finance, Teacher, Controller, Doctor, School Principal, Purchasing Manager, Engineer, Judge plus a 17, 16, and 11 year old.  NOTE:  The 11 year old was the only one that knew what a QR Code was!    Not only that but he had an iPad2 and scanned a QR Code to show the adults how it was done.  They all had Smart Phones but no QR Reader….nor were they interested to go to www.scanlife.com and get the app.   

For a couple years these friends have heard me enthusiastically touting the positive results I have experienced in my Marketing business through Social Media.  They have politely asked me and others come into their business to give a presentation to some of their employees.  Some of the presenters have been what most would believe are the “experts” in the community.  WE GET IT, SO WE SHARE IT!!  My point is that there is not enough of us getting out in the business community and sharing it.  We share it between ourselves because we are thirsty to learn more and more.  We are living in our own little Social Media world which, personally, I happen to love but we are missing a communication method that works.  Similar to the “SuperMoon” not being so SUPER where we were viewing it, the same holds true for Social Media expectations.  We are telling them how huge SM is, but they are not impressed.

Finally, these friends really opened up to me and what I got from them was that they truly cannot deal with the amount of emails they get.  Most are getting about 200 per day.  Many are complaining that half of these emails are in-house and there is a tendency for staff to send out an email to everyone and anyone so that they are covered.  It was generally said that they are begging to get off email lists but to no avail.  Reply to all is a huge issue.  Email newsletters are a greater issue….they can’t read them….no time.  They do not want to add anything else that will cause them to communicate or reply!!  Therefore….NO SM. 

How are they to move on to Social Media platforms that may propel their business to great success when they have lost control of email?  If we get it and want to share it, we have to help them solve this problem.  Until we have solutions and ones other than “file the emails” we are not going to get the business community engaged in SM.  We should all care because the more sucessful all businesses are, the better it is for our economy and for our own businesses.   

If you have meetups or tweetups or attending a SM meeting, bring with you a business colleague that may be interested in learning more.  We do plenty of sharing with each other and that is great so we stay up to speed but we need to devote more energies to educating the skeptics….they outnumber us. 

What are your email solutions?  How have you shared your SM knowledge?