Reducing email pressure
Under the leadership of Executive Lead:
BOP Health System Evolution Pete Chandler,
is a project to change the way we use emails
in the organisation.
Currently emails are viewed as a communications panacea with
no regard to the numbers being sent, the timeliness or the quality
of content. This has resulted in many staff frustrated by the volume
of emails they receive, and many formal complaints made to HR.
To start thinking within the organisation, the Exec Team is trialling
a simple option - that action codes are included in the email
subject line.
Pete syas that staff are encouraged to put an email subject line
when sending emails to colleagues.
Proposed codes for subject
lines and definitions
URGENT The email will be answered within eight (8)
working hours.
Any emails sent after noon will not be
replied to, until after noon the following day.
ACTION The receiver is required to complete the
action/s within the deadline specified in the
email.
People are happy to wait for a reply, but
need assurance that the date and time will
be adhered to.
APPROVAL Approval/sign-off for the proposal/draft
content in the email and again include a
date and time the approval is required by.
FYI For your information. No response required.
RESPONSE When responding to a request titled, urgent,
action, approval.
Examples
Subject line: URGENT comment required Evolution Exec
conversations by 5pm 27 March
Subject line: RESPONSE comments on Evolution Exec
conversations
Subject line: APPROVAL Draft budget MH&AS for sign-off
Subject line: RESPONSE Draft budget MH&AS approved
or
Subject line: RESPONSE. Draft budget MH&AS comments
in email
Subject line: FYI interesting article in NZ Doctor
No response required for FYI email
TIPS
• It is a given that any matters requiring immediate
action will be a phone call or txt message.
• The subject line will need to be changed for each
email in the chain.
• Thank you emails are no longer required.
• Cc’ing people into emails is discouraged.
• No reply is a given for an FYI email.
• Adhering to the date and time specified in emails
is essential to the success of the process.
• Emails will reflect the CARE values.
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