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Managing e-mail

Alex Christie

8 October 2008

Not long ago our company mail server grinded to a halt as it reached its maximum storage capacity. After some investigating I was told that I was guilty of having the largest mailbox in the company and that I should do a good clean out.

In my defense there are two reasons for this. The first is that I get copied in on all work requests some of which include very large attachments. But the real reason is that I don’t like deleting e-mails. It has something to do with not deleting the evidence – I’m also a bit of a hoarder.

Did you know?

232.5 billion e-mails are sent daily and 72% of them are spam.
On average corporate users send and receive 133 e-mails a day.

The quantity of e-mail and managing it effectively is clearly an issue that is only going to get bigger and become harder to deal with.

Having recently upgraded from Office 2003 to Office 2007, I’ve found that the search facility  in Outlook 2007 is slow and inadequate. I did some research and found some software that indexes all my e-mail (rather like search engines index webpages) and brings back lightening fast results.

The software is free and is called xobni (inbox written backwards).The best bit about xobni is that the search facility is very quick and intuitive but it also produces some insightful stats. Who mails you most? Who takes the longest to respond? For the record I’ve got 6 e-mails from the big boss and it took me on average 10 minutes to respond. Also who has kept me waiting longest the longest.(no comment)

It is an anticipated that by next year 41% of our time spent in the office will be spent dealing with e-mails. I think it’s probably true already for most of us.

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