Email was introduced in the mid-1990s, as a fashionable thing to review once in a week to a communication channel at present. Every day, more than 269 billion emails are addressed, that is, 149,513 every minute. According to the research by McKinsey in 2012, an average employee spent 28% of a day dealing with the emails, that is, thirteen hours a week. That means one-third of a day is used on processing email, without getting added value.

Here are some tips and practices to reduce Email overload in the organization:

Easy Congest Through Parallel Communication Channels

Ban Emails to Everyone

Work questions and corporate communications are the two main causes of emailing everyone in an organization. Corporate communications, from crucial messaging to parking and accommodating information, preferably suits for communication on the corporate Intranet than for employees’ inboxes.

Similarly, work questions for employees should be posted on a corporate social exercising stream or a related service. A benefit of this way is that solutions are accessible to others.

Ban Group Emails

Presumably, the biggest productivity destroyers are group emails where many people are tagged. They have to be seen and dealt with rather than achieved without reading. To find the context or action required in an unending email thread is time-consuming and frustrating. A solution to this dilemma is to replace possible group emails with a message in the activity stream or post for the related project or team. In this way, the entire exchange is accessible at a glimpse, the context is more precise, and the relevant people know about the discussion.

Improve Email Communication to Lead by Example

Send Emails you Would like to Receive

Consider what you would prefer to see in the emails from your teams, like the following:

• place the topic in the subject line
• summarize the situations and conditions
• explicitly state the reason
• try to keep it shot 

Prevent Reminders

If you have to answer an email eventually but can not do right then because of the scarcity of time, then just acknowledge that you have received the email and you will respond to it later. Doing this has a double benefit:

• it stops reminders in the inbox, and
• it does wonders for the professional image as well.

Stay on top of your Inbox

Use filters, Unroll.me, and Other Email Management Tools

Today there are various tools in the market for email management. Depending on your work, here are some suggestions for tools that are easy to practice:

• Automatic filters are incorporated in most inboxes. This helps capture and archive emails.  
• Some apps manage your subscriptions and easily unsubscribe from various lists.

Process Each Email Only Once

For managing your inbox, the best way is to process each email only once. Rather of reading a message and dropping it in the inbox for later, follow these easy rules to minimize your processing time:

• Delete or archive messages based on the subject line.
• Try to revert to some.
• Mark messages for action if needed using an action label or a folder.
• Mark important messages that need a follow-up.
• Use tags or stars to mark your actions for the day.

Implement the above-mentioned steps to get inbox zero, which means that the number of unread emails at the end of each day will be zero. This prevents from the vicious circle of reminders.