Email Pollution Is Costing You Money and Productivity
Which do you find more irritating, ‘wasteful’ meetings or excessive emails? It seems wasteful meetings win, but not by a landslide. According to a study by Workfront, 57 percent of employees find wasteful meetings impact productivity, and 53 percent are annoyed by email interrupting their day.
I can’t comment on wasteful meetings, as we’ve all been there, done that. There are 269 billion emails sent every day. Organizations have lost sight of the fact that email is a communication tool. It is not a work management tool. In fact, it can be detrimental to productivity. It is also costly. Apparently, it takes an employee an average of 25 minutes to regain focus on the task at hand after an interruption by email. Personally, I think that’s a tad high.
Let’s take a closer look at email, not just at how it is used by individuals but how it used by organizations as a whole, and the increasing challenges it presents. So what are some of the problems?
- Email generates redundant, outdated, or trivial (ROT) content, and content of no value. Over 33 percent of emails are never even opened, and 62 percent of emails have no value.
- Sharing privacy or sensitive information with unauthorized recipients increases risk – the average company has 72 business partners, and 88 percent of organizations admit to data losses through email.
- Information of value cannot be found if it is locked in an employee’s inbox.
- Email containing content of value needs to be archived, preserved, and stored, while ROT, dark data, and content of no value needs to be removed.
- Cloud storage is not free of charge.
Organizations should be addressing email glut, maintenance, and risk. Issues relating to the problems posed by email include security violations, unnecessary storage, inability to find emails of value, cost, noncompliance, and risk.
The first step it to delete the ROT, including duplicates, different versions, content of no value, and stale content – older than three years is the industry benchmark. The solution must encompass the ability to make accurate decisions about the quality of information, and evaluate risk versus benefit, not only based on the content within the email, but also on the attachments.
Think about it – I write a white paper and may send it to six people within my company for comments. Hopefully, they are deleting the attachments, but most are probably not. Then I get comments back, and I resend the white paper after I have reviewed the suggested alterations. Who knows how many iterations I must repeat. Consider how much storage is being used to save the same attachment multiple times. I think you get the point.
Anyway, we can address your email woes. Really, we can. Patting ourselves on the back, we are still the only statistical vendor that can automatically generate semantic metadata and auto-classify it to one or more taxonomies. What does this mean to you?
- Identify redundant, obsolete, and trivial content within email and attachments, through results from the insight engine.
- Identify duplicates, multiple versions, and stale information.
- Identify privacy or sensitive information exposures, to either remove to a secure repository or change access levels.
- Identify records that were never declared, and process them in place or to the repository of your choice.
- Reduce storage requirements – remember, the cloud costs.
There you have it – the ability to clean up your email, easily and quickly. Would you and your colleagues like a customized demo? Demos are, well, just demos, so no commitment required. Please feel free to request a demo.
Want to find out more? Join us for our Metadata-Driven Cleanup of Files, Content, and Email webinar, on Wednesday, May 2. Most organizations have an overwhelming amount of saved content. Records are often not declared, sensitive information lacks control, and redundant files slow down search, causing noncompliance. This webinar discusses content optimization, what it does, and why it should be done on a quarterly basis.