If you concentrate on writing clearly and concisely, when it’s your role to weigh in, to only the people who need that information, you and your co-workers will get less email. When someone multi-tasking fires off an unclear email to 8 people, that will often generate 10 more emails rather than settle a matter as intended.
By trying to multi-task you often make your entire organization less productive. I often think, “That email was great for 2 people on the email list and completely confused the other 12. Now, someone is going to spend a lot more time cleaning that mess up.” All the recent studies have shown that multi-tasking is much less productive than deep concentration.
I can’t tell you how often I hear someone say that they can’t get any work done at the office. They have to get their REAL work done at home or on a plane. That’s a corporate communication culture problem that needs to be addressed. I’ll often say. “I don’t think that’s a meeting issue. We can solve that by email or phone in less time than it would take for us to prep and gather for a meeting.” Death by PowerPoint.
When someone responds to “How are you?” with “Busy” every time, I see that more as a time and lifestyle management problem than a point of pride. Skipping sleep does not make you more productive. All these little behaviors add up.