Sam Freeman

Storytelling | Theatre | Arts Marketing

Drowning under the weight of a thousand e-mails

When I first started writing this blog it was to have a voice. “I’ve interesting things to say” I thought, “on interesting matters”. So I started to write and it turned out very quickly that I had nothing interesting to say when I tried to write something interesting. Instead it came across as someone trying to write something profound and deep and, well, failing.

Then I moved on to writing reviews after I was offered a couple of things for free, that quickly progressed to ideas, then reviews of gigs, marketing thoughts and general musings. None of which particular interesting, but there nonetheless, building slowly to create a distorted picture of a digital me.

Part of the reason I kept the blog I think was from a sense of finding the process of writing about what’s going on in my life quite cathartic. Never with the intention of anyone reading it (which naturally begs the question “why a blog then?”) and certainly not as a cry for help, but more as a space for me to pop down what’s in my head and start that process of mentally building solutions. So if you’re reading this, then no, I don’t want to talk about it, the point of this is so I don’t have to (or have to less).

I’ve been struggling at work recently with a feeling of drowning, of being utterly overwhelmed. At first it felt like the natural beginnings of a new job but now increasingly feels like the norm. Part of the issue I think it the deluge of e-mail that we face on a daily basis. I had a moment today where i decided to try and clear my inbox. In an hour I cleared 23 e-mails. Unfortunately in that hour I received 24 e-mails. A net gain of +1 e-mail.

80% of the e-mails I receive are things that require a quick answer. It’s the 20% that’s the challenge. The ones that must be crafted, reworked to create something that causes least offense with the smallest chance of misinterpretation. It’s exhausting. Imagine writing 4 formal postal letters in an hour and you’d go mad, yet that’s what we do.

I’ve also been working away from my desk a bit in a separate office this week. It’s an odd experience being away from my team. I feel distant, but, at the same time, find i’m more focused and efficient and am able to tailor my working environment to suit me and work in a way that is best for my needs and style. The business world talks about the need for Open Plan lives, but I genuinely think that’s naive as a one-stop solution for everyone – it’s about making individuals work better to support the greater machine, rather than making the machine more uniform for ease of setting it up and our own sense of order.

I’ve been pondering if there’s a solution, a way to work more efficiently, and this is what I’ve, this evening, come up with (with help from the internet). Some of these require compromise, but all are about the greater good of getting more done in the time I have.

  • E-mail is meant to be fast and dirty so let’s make them just that, faster, quicker and shorter.
  • Offices are not bad things. Sometimes a closed door is what you need.
  • Send less e-mail. Only send an e-mail if it is strictly necessary.
  • E-mail shouldn’t be constantly on, that’s what your phone is for. Instead it should be 2 hours a day and switched off in between.
  • Voicemails are pointless. Let’s kill them off, people will ring back.
  • Ignore any e-mails cc’d to me. CC is for info, it’s not urgent. Put it on a pile for “in case it’s needed”
  • Triage e-mails into urgent, none urgent and general info.
  • Use What’s App Web or Google Hangouts for internal communications as a shorthand system to replace quick e-mails.