In a previous post I asked, “Is email eating your lunch?” today I want to share how I transitioned from email to more focus time and greater productivity. I work for an organization that relies on and uses email extensively. So, when I decided to change how I engaged with email I had to be careful how I went about it. I still have responsibilities and tasks to complete and often email is part of that workflow.

The first change I made was to set up an auto response message that stated, “I read and respond to email three times per day and listed the times. I then closed the message with, “If you have an urgent need requiring immediate attention, please call me on my direct line.” Next, I informed the team I lead of the changes I was making and why.

Since our organization uses Microsoft Office, I informed my team that all our internal communications would transition to Microsoft Teams. You might be thinking that would make things even worse. But such has not been the case. Microsoft Teams has a chat, call, and video feature.

Here’s how we made the transition.1) Each team member was required to be on teams during work hours. 2) Various channels were set up that included an “all team” channel used to communicate with the entire team. It also allowed team members to share what they were working on, inform the team if they would be out of the office, had an off-site appointment or were on vacation. It is also used to communicate needs and prayer requests and serves as a place to encourage team members. 3)Sub-channels were set up that various team members served on as workgroups and for collaboration.4) Use of teams progresses from chat, to call to video depending on the need. An example would go like this. Chat from team member: “Ralf do you have a few minutes to talk about the upcoming meeting with CCIM.” Ralf: Yes, let’s take this to a call.  Or “no, I’m in the middle of a focused task and will be available in 30 minutes, I’ll call you then”. You see by starting with the chat feature you will know if the other person is available, rather than just starting with a call and interrupting the team member in the middle of a task. You might ask “Isn’t an instant chat just as intrusive or interrupting as an email?”  It’s not.  The chat quietly (no sound) comes on my screen, and I can quickly respond rather than a back-and-forth email that would take 4 email responses to communicate the same thing I said in one sentence during the chat.

Teams can be used to assign tasks without having to use email. It has a document storage library eliminating the need to attach files to an email and has a screen share feature. Teams has group chat, call, and video options, so I can communicate with the entire team, or just one or two members at a time.

Even though each member is required to be on Teams during the workday that doesn’t mean the requirement is “instant response”. I give each team member the latitude to determine and schedule when they need times of focused work. They in turn respond to chats and requests at the earliest opportunity.

Using Teams, Slack or another platform as your primary communications channel, done correctly, will result in a reduction in the use of email, fewer interruptions, more time for focused work for yourself and your team, smoother and simplified workflow processes, and greater productivity.

• YouTube