Why do we not get better e-mail processes? This could one step on the way...

1. Using structure to organize your time
Renée Hydén has a plan designed to help us become more efficient at work. "All the tools are within us and in
our computer software, but often only a very small portion is put to use," she says.
If we open and close three e-mails and use ten minutes for each without making a decision, 30 minutes have
gone.
"This is a huge waste of time, which creates stress and a guilty conscience. It is also expensive," says Renée
Hydén. "I have met employees who have 5,000 unsorted mails in their inboxes."
Renée Hydén is a behavioral scientist working at the Workplace Infrastructure Service Area. Among its tasks, this
organization certifies ESOE 2000, which includes Outlook 2000. The service area is also responsible for the
development of Ericsson's mail system.
Renée and her colleagues work with the end users. They build networks in companies, hold courses and function
as personal coaches. At the moment, they are working on a major assignment in Japan.
"We examine behavior related to e-mail culture and provide tips about efficient structure. The software creators
have primarily focused on the sender, not the way in which the recipient should manage all the information that
floods in."
Renée and her colleagues at Workplace Efficiency have established four key words that make life easier for the
recipient: Action, Information, Decision and Question. These key words should always be written first in the
subject box.
"There should also be sufficient information in the subject box of a mail to make the contents clear. should be able
to see immediately if it is something that relates to my responsibilities or if I can make the deadline."
An excellent tool is the ability to go in and view one another's agendas in Outlook. It is important to book time for
yourself, in order to finish that report or complete time reports.
"The people we have helped feel that they have improved their influence over their time and that they avoid being
dictated to by events."
One type of behavior that the coaches are increasingly encountering is procrastination.
"Many people open up their mail, and then simply say, 'I'll do it later.'"
"Postponing work is human, but it also requires a large amount of energy. The effect is like that of a snow plough,
which pushes all the snow in front of it and eventually becomes stuck. The risk is that people will suffer burn-out."
"Many people are also going to more and more meetings and sending increasing amounts of information to each
other. But it is impossible to be at meetings from 8:00 a.m. until 6:00 p.m. and believe that you are efficient.
The coaches help employees to make decisions more quickly, not to become involved in matters that are the
responsibility of someone else, to delegate and prioritize.
"We use everyday examples. Don't put off unpleasant phone calls, fill in time reports immediately, even if it is
boring. Understand that it can cost your department money if you don't finish that important report."
"Having the courage to sit at home and work for a day can be extremely efficient," says Renée Hydén.
Cecilia Sandahl