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How to Reduce E-mail Congestion

Have you ever been away from your desk and been overwhelmed by the number of e-mail messages waiting for you when you return? The number of e-mail messages employees receive is continually increasing.

Think about traffic congestion. Too many cars on the road all at once can jam the flow for everybody. There is a point when the freeway system simply cannot handle all of the vehicles.

When congestion happens in an e-mail system, it is referred to as "system overload." There are two main causes of system overload: e-mail traffic and e-mail storage. By controlling these two areas, you can help reduce e-mail congestion.



Controlling e-mail traffic
E-mail traffic is the flow of information in an e-mail system. If employees send or receive too many messages all at once, the server may not be able to handle them. You can help control e-mail traffic by doing the following.

  • Use filters : Filters scan, block, and redirect incoming and outgoing e-mail messages. They search for unwanted e-mail addresses or unacceptable words in the subject line and text of the message, and automatically block those messages. Filters function on two levels: server and individual. Both types of filters restrict the flow of information in your e-mail system.
  • Limit the use of certain features : You can help control e-mail traffic by not using the "reply to all" feature. Limiting your use of the mass message features of your e-mail program will reduce the flow of e-mail traffic in the server. If you need to use this feature, do so during non-peak hours of the workday.
  • Use shared folders : The more information you send, the longer it takes to process within the network server. A shared folder system is an ideal solution to sending large attachments. You can save the attachment in the shared folder and then simply send a brief message to tell everyone where to
    find it.

Controlling e-mail storage
Controlling e-mail traffic is only half the solution to dealing with e-mail system overload. You can manage the amount of information that is stored in the system by archiving information for future use and deleting unnecessary messages.

Filing and storing information effectively within your e-mail program is essential to avoiding system overload. Archiving is the process of moving messages from the e-mail program to your hard drive for long-term storage.

Archiving information allows you to keep messages for future reference but frees up the storage space in your e-mail program. Less information in your e-mail program helps avoid system overload. You should consider archiving procedural information, correspondence about important projects, product orders or client information, messages regarding legal issues, and similar e-mail messages.

You do not need to archive all e-mail messages. If you will not need the information in the future, you should simply delete it. You should note that when you delete a message from your individual account, it could be saved elsewhere in the system. Deleting unnecessary messages will save storage space in your e-mail program and help prevent system overload within your organization.

Many organizations depend on e-mail for everyday business activities. You can keep your e-mail system running efficiently by adopting specific habits to deal with and avoid system overload.






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