How Proper E-mail Usage Policies Cultivate Worker Productivity Gains In A Stagnant Economy By Marc A. Salerno CEO- SBS Con...
<ul><li>Today we face an unprecedented and prolonged global economic downturn….and a future with the distinct possibility ...
<ul><li>When this environment pervades the marketplace, the knee-jerk reaction for the business owner has always been the ...
<ul><li>Since the Industrial Revolution, technology has acted a catalyst for business…a tool to help us gain greater level...
<ul><li>Which leads us to a question….which technology-based communication tool can be singled out as the most life changi...
<ul><li>Subsequently, any good manager would agree that proper usage of such an important business tool would be critical ...
<ul><li>E-mail is one of the most important and effective business tools ever developed. Unfortunately, it has also become...
<ul><li>Some Facts To Consider....   </li></ul><ul><li>Fact:  By eliminating the mistaken “Reply All” response when replyi...
<ul><li>What should we, as Business Owners focus on, when trying to implement a successful email usage policy program?  </...
<ul><li>Email Usage Process Issues To Consider </li></ul><ul><li>#1 - Understand SPAM and it’s effects on a business produ...
<ul><li>#3 - The legalities of e-mail communication in business today….most employees today have no idea that all communic...
<ul><li>#6 - When should I review and send E-mail each day?...how much time should I apportion to my work day for these el...
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How Proper E-mail Usage Policies Cultivate Worker Productivity Gains In A Stagnant Economy

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How Proper E-mail Usage Policies Cultivate Worker Productivity Gains In A Stagnant Economy

  1. 1. How Proper E-mail Usage Policies Cultivate Worker Productivity Gains In A Stagnant Economy By Marc A. Salerno CEO- SBS Consulting & Distribution, Inc.
  2. 2. <ul><li>Today we face an unprecedented and prolonged global economic downturn….and a future with the distinct possibility of inflationary price increases for most of the goods and services we purchase each and every day. What will be the impact on each of us as Individuals…as Business Owners? The &quot;individual&quot; risks losing their job…something we see happening in the news everyday...and the &quot;business owner&quot; risks closing their doors due to lack of incoming revenues and credit. </li></ul>
  3. 3. <ul><li>When this environment pervades the marketplace, the knee-jerk reaction for the business owner has always been the same….cut costs…usually the human costs…but aren’t people, an organization’s most valuable resource? If we’re all taught this axiom in college, why is it that so many companies invest so little in what’s considered so valuable…and why are they also so quick to RIF vs. INVEST? All smart managers will always agree….when times get tough, you need to gain greater productivity and utility from the existing assets you have in place…you need to leverage your strengths….your people! </li></ul>
  4. 4. <ul><li>Since the Industrial Revolution, technology has acted a catalyst for business…a tool to help us gain greater levels of productivity and efficiency in all walks of life…if we also factor in “Moore’s Law” since the inception of the computer processing chip, we are only limited in achievement's by that which we can imagine. The advent of the PC and Internet has allowed the world to exponentially increase and reshape how we communicate….information is power….the more you have, the more productive and efficient you are as an individual and organization. </li></ul>
  5. 5. <ul><li>Which leads us to a question….which technology-based communication tool can be singled out as the most life changing over the past 25 years? Here’s a hint…what was the first, and to date, only “Killer App” ever developed? </li></ul><ul><li>E-mail has become a two-edge sword….a communications tool which has allowed us to exponentially increase the volume of information we send, review, process, and receive each day…on the flip side, there’s also been a heavy price paid by businesses for these information gains…as with all good things, productive usage at first eventually leads to excess….then addiction. Originally designed as an informal, quick, and brief messaging platform, E-mail has become the primary communications tool for today’s global business environment. </li></ul>
  6. 6. <ul><li>Subsequently, any good manager would agree that proper usage of such an important business tool would be critical to a company’s success. Everyone knows how to use e-mail…it’s an instruction-less application which we’ve all self-taught ourselves….but let’s put some real and shocking facts into perspective….in today’s workplace, where an employee must utilize a personal computer with Internet access, on average, over 75% of each individuals work day is spent utilizing only one business tool…one that’s not mentioned in any job description…one that has no usage rules or time constraints…one that reduces critical face-to-face communication and team bonding…one that becomes so addictive that some have called this growing epidemic “the heroin of business communication tools ” ….and I’m sure that many of you had heard the term “CrackBerry” in your business nomenclature. </li></ul>
  7. 7. <ul><li>E-mail is one of the most important and effective business tools ever developed. Unfortunately, it has also become one the most addictive and productivity crushing tools ever conceived….why has this occurred?.....without proper training and “Usage Rules” in place, any business tool can be misused, abused, and can cripple an organization. </li></ul><ul><li>If businesses implement an up-to-date email usage policy program in which e-mail has a specific set of “rules of the road”, you quickly see huge productivity gains in any sized organization. In a business environment where organizations are spending less, these new “rules of the road” can give any business the edge it needs to compete in a stagnant economy. Gaining greater productivity and utility from your workforce is vital when the economy contracts and stagnates…and there are some organizations who have &quot;seen the light&quot;, framing a new mindset for cost effective business communication processes. </li></ul>
  8. 8. <ul><li>Some Facts To Consider....   </li></ul><ul><li>Fact: By eliminating the mistaken “Reply All” response when replying to an email, in an organization of 1000 people, organization’s can re-capture $1800 per year, per employee in wasted labor costs. (Source IT Business Edge) </li></ul><ul><li>Fact: Content Improvements in the writing of emails, developing a clear and concise theme to all messages has been calculated to save organizations up to $4100 per e-mail user. (Source IT Business Edge) </li></ul><ul><li>Fact: Capital One Bank has mandated that all e-mails follow these basic rules: 1- Create Stronger, Concise, Subject Specific Title Lines. 2- Use bullet points in the body of your message to convey your thoughts. 3- Underline and Bold key areas. Results: Capital One now saves eleven workdays per employee per year. (Source IT Business Edge) </li></ul>
  9. 9. <ul><li>What should we, as Business Owners focus on, when trying to implement a successful email usage policy program? </li></ul><ul><li>Assist and empower your employees with some simple new “rules of the road” and usage guidelines. If implemented company-wide, e-mail will no longer encompass your employees entire work day or thoughts…and they'll then have the necessary time needed to do what they were hired to do...their job.   </li></ul>
  10. 10. <ul><li>Email Usage Process Issues To Consider </li></ul><ul><li>#1 - Understand SPAM and it’s effects on a business productivity. Does your IT staff to implement the necessary security software and network design to minimize these types of communication? From an employee's point of view, their take-away's are the elimination of visiting, applying, and entering information into unfamiliar websites which are usually designed to get your email address for SPAM’ing purposes. </li></ul><ul><li>#2 -How to write an effective email (Content Improvement-Email Etiquette)…in this area, the idea is that “less is more”.  Understand the effective use of  “Bullet Point-Underline-and Subject Specific Title Lines” in your email messages. The take-away's here are learning how to write and communicate in a condensed fashion. </li></ul>
  11. 11. <ul><li>#3 - The legalities of e-mail communication in business today….most employees today have no idea that all communications received and sent from their workplace computer are actually the intellectual property of their employer…too many personal communications lead to worker productivity losses everyday… and the costs of generating, sending and receiving &quot;Blue Humor&quot; can take a toll on a businesses legal costs when incidents occur. </li></ul><ul><li>#4 - Face-To-Face communication vs. emails...how many times have you seen an employee spend hours working on a email for a person in the next cubicle, where a five minute face-to-face meeting could resolve all issues? </li></ul><ul><li>#5 - E-mail is not a business tool to “CYA”…it’s used to communicate information. </li></ul>
  12. 12. <ul><li>#6 - When should I review and send E-mail each day?...how much time should I apportion to my work day for these electronic communications? </li></ul><ul><li>#7 - Instant Messaging as a related business communications tool…..when is it necessary? What are the rules to follow when sending and receiving IM’s in a business environment. </li></ul><ul><li>These are just some of the issues to address when developing an up-to-date email usage policy. To gain greater productivity in an economic downturn, focus on giving your employees the &quot;rules of the road&quot; that they need when using the most important and critical business communication tool they have at their disposal. </li></ul><ul><li>Copyright 2009- SBS Consulting and Distribution, Inc.  </li></ul>

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