Communication Overload Approaches

Pragmatic, unglamorous innovations are often the most useful. For example, consider NLP to label patient messages rather than Gen AI to answer them. In late 2022, Kaiser started applying its home-grown natural language processing (NLP) algorithms to label patient portal messages with categories such as admin question, medication issue, skin condition, and emergency. Over a five-month study period, the NLP labeled more than 3.6 million messages. Roughly 40% (1.5 million) of these messages were flagged and directed to a centralized “desktop medicine” team, which resolved them before they ever reached the patients’ personal PCP/nurse’s inbox. Pairing a (now) relatively unglamorous type of AI with a pragmatic team-based workflow meaningfully improved this vexing aspect of care. Compare this to the more headline-grabbing efforts to use GenAI to draft responses to patient messages, which has been disappointing so far. At Stanford, clinicians only used 20% of GPT-generated drafts. These drafts did not save physicians time nor reduce turnaround time [doi:10.1001/jamanetworkopen.2024.3201]. At UC San Diego, clinicians who used ChatGPT drafts paradoxically spent 22% more time reading messages/drafts and did not respond any faster [doi:10.1001/jamanetworkopen.2024.6565]. Though I believe GenAI drafts will be useful one day, physicians and nurses overloaded with patient messages need help now. (We must also recognize that editing GenAI drafts is sometimes harder than writing a response from scratch). All this to say, it’s often best to pick the lower-hanging fruit first. Also, tech alone is rarely the solution. What really made a difference at Kaiser was pairing NLP labels with a practical workflow and appropriately resourced centralized (“Desktop Medicine”) team that took work off their physician colleagues’ plates. #healthcareai #patientmessaging #healthcareonlinkedin https://lnkd.in/g5ycmxGb

This is my face finishing the last pieces of my documentation after my #ER shift. It's a face of frustration after spending way too much time documenting in a less-than-intuitive, inefficient EMR. It's the face of frustration from endless clicks, digital pop-up blockades, and seek-and-find missions for clicking the correct checkbox in an electronic health record to simply discharge a patient. The ultimate price of this inefficiency: compromised patient care, delays, errors, skyrocketing stress for healthcare professionals, and an overall decline in the system's effectiveness. It's time to streamline our processes for the sake of our clinicians and, most importantly, our patients. The problem: EMRs were made as billing platforms with patient care and clinical workflows as secondary considerations. The solution: 1. Put frontline clinicians back in the boardroom to fix these inefficiencies. 2. Reduce and eliminate unnecessary administrative tasks. 3. Utilize trainers to perform frequent check-ins with clinicians to ensure clinicians use the best and most efficient documentation methods. 4. Leverage new technologies (like AI, dictation software, ambient listening software) to reduce screen and keyboard time for clinicians. 5. Create standardized workflows for documentation. The more ways to do the same thing, the more challenging it is to teach and build efficiencies across a team. 6. EMR companies should use practicing, specialty-specific clinicians to guide design decisions. #HealthcareSystem #ClinicianBurnout #TimeForChange Cerner Corporation Epic MEDITECH #EMR ABIG Health #frontlineclinicians #nurses #physicians #hospitals

The post-vacation overwhelm is real, and it's getting worse 📱 As many of us return from extended summer breaks, we're having an interesting conversation internally about "notification bankruptcy" - that moment when you come back to hundreds (or thousands) of messages and feel completely overwhelmed, and you consider nuking the inbox 🙅🏻♂️ This challenge is particularly serious for companies like Doist that collaborate primarily through chat tools and async communication. The very systems that give us flexibility at work also create this crushing wall of information when we return from time off. Here's what makes it so painful for me: - Everything feels "urgent" when you're catching up - You lack context on conversations that evolved while you were away - The fear of missing something important keeps you scrolling endlessly - Wasted time reading comms that have already been solved or are no longer relevant - It can take days just to get back to a baseline, much less move forward We're exploring several approaches to minimize this pain internally, sharing in case it's useful for others out there: - Notification bankruptcy - Encouraging marking all or at least large chunks of comms as read and trusting that truly important items will resurface. Only read @mentions and direct messages. - Structured triage - Dedicate specific time blocks to different message types. Start with DMs, then recent squad/team updates, then general channels. Set time limits to avoid rabbit holes and add long threads as tasks for later dates. - Email deletion strategy - Set an auto-reply saying you'll delete all emails when you return, so people should follow up after your return date if still relevant. Side note - I've been doing this for many years and have found most issues resolve themselves during your absence. - Temporary delegation with handoff projects - Create a centralized Todoist project where covering team members add (only) critical updates and decisions that need your attention (with links and context, very important!). Much more focused than scrolling through hundreds of messages. - Selective catch-up calls - Cancel all non-essential calls during your return week and schedule brief syncs with key team members to get updates on complex situations. The reality is that most of the "urgent" stuff from while you were away either got resolved without you or isn't actually urgent anymore, and very likely, your absence created an opportunity for another teammate to step into that space and grow from it. We tend to think we have to read and reply to everything, but declaring bankruptcy might actually be doing your team (and yourself) a service. I'd love to know how others are dealing with the post-vacation message flood, and any strategies that have worked (or failed) for your team? Always looking for better approaches to this modern workplace challenge 🤝 **Photo of Koda monitoring my approach to post-vacay inbox management 🐶

Today is Inbox Zero Day! It’s a fun Superhuman ritual where the team celebrates email productivity wins from customers and each other. I’m personally a huge fan of the concept of inbox zero, and I credit my email efficiency to Superhuman. But I also want to share my advice for actually getting there, because most people misunderstand what inbox zero means. It’s not about having zero emails in your inbox at all times (that’s unrealistic and honestly quite stressful). The concept is more about changing how you process email by efficiently triaging and activating on emails. Here are my top tips for getting to inbox zero: 1️⃣ Split your inbox with auto-labels This is the absolute most magical combo. Set up splits to group emails by type: your team, customers, key tools you use, calendar invites, etc., so you can process one category at a time instead of jumping between contexts. Then use the AI auto-labels feature to automatically categorize incoming mail. This lets you hit zero in your most critical splits even when your overall inbox is full. One hack I have for auto-labels is to create an inbox specifically for unsolicited emails! I shared my prompt here: https://lnkd.in/gUWA4H9k 2️⃣ Learn your keyboard shortcuts Keyboard shortcuts make getting through your email FAST. In Superhuman, the main one to learn is Cmd+K for pulling up your central hub for all actions, but you can also reply, archive, draft, search, etc. all without using your mouse. 3️⃣ Batch check replies Pick one or two specific times each day to process your inbox instead of constantly checking. You'll fire off replies faster when you're in email mode, and the rest of your day stays protected for focused work. 4️⃣ Ask AI Superhuman’s Ask AI feature recently got a big upgrade, so it can now combine information from your inbox, calendar, and the web to draft replies in your voice and schedule meetings when you're free. Try prompts like “reply with best practice answers” or “schedule a 30-min chat with @(new hire) and draft a welcome email.” These tips are obviously geared toward Superhuman (acquired by Grammarly a few months ago), but the general principles apply to any email client!

Most people dread opening their inbox. No wonder—the average professional spends over 3 hours daily on email, with half that time completely wasted. But email overload isn't inevitable. It's a mathematical equation we can solve. I call it the TNT formula. To reduce the total time spent on email (T), we need to address both variables: the number of messages we receive (N) and the time we spend per message (t). Here's what works: - Open up office hours instead of endless email chains - Delay delivery to slow down the email ping-pong - Tag emails by urgency ("Today" or "This Week") - Process emails in batches during scheduled times By treating email management as a formula rather than an endless task, we can dramatically reduce time spent in our inboxes. Make your inbox work for you, not the other way around.

As a Deputy Headteacher I used to receive close to 1000 work emails a week. Many were completely pointless, had nothing to do with me and went straight into 'deleted items'! My inbox is my to-do list. I want it as close to ZERO as possible by the end of the day. Please don't fill it with junk! Some notable examples from my time in education include: - The “Where's My Coat” Email - The “Weather Update” Email - The “Has Anyone Got A Charger” Email - The “Non-Work-Related Request” Email - The “Can Billy Come To Reception” Whole Staff Email - The “Susan Forgot Her Shoes” Whole Staff Email Who is Susan? Susan Who? What class is she in? What Year? Why was this sent to all staff?!! Please consider the following guidelines when sending work emails: - Relevant Recipients Only - Keep it Concise - Actionable Requests Only - Avoid Over-CC and Reply-All - Problems Accompanied By Solutions If you're in a school try to reduce the email culture to a minimal to allow your staff to focus on the students in front of them.

As someone who has received over 100 emails a day for over 20 years, I thought I would share some top tips on how to manage a very full inbox while also getting on with all your meetings and the day job. 📧🗂️ Tip 1: Not all emails are equal - compartmentalize based on who is sending it and what they are asking. 📥🔍 Tip 2: You don't need to read the full email - especially if you are in a chain of emails. 📨📑 Tip 3: Often, you don't need to respond. People just want to show you an activity is going on so you can monitor progress. 📊👀 Tip 4: Build a file library system for storing emails. I use one for marketing, internal, finance, ops, and clients, with subfolders in each category. 🗄️📁 Tip 5: Use the filing system as soon as the action is taken. Move it out of your inbox and use your main inbox for items that need your action. ✅📤 Tip 6: The best time to tackle email management and reduce your inbox is first thing in the morning or later at night. That's because your email won't get topped up. To prevent being antisocial, you can mark items in your outbox to be sent at a more reasonable time for the receiver. ⏰📬 Tip 7: Don't live in your inbox. Get your head into the important things, especially projects that need to be delivered, so turn your email off when doing this. 🚫📵 Managing your inbox effectively can transform your productivity. What tips do you have for managing email overload? 💡📈

On average, it takes 8 days and 3.2 rounds of review to get a project deliverable approved. 7 in 10 project managers say chasing stakeholders for approvals slows down their teams significantly. This explains why projects fall behind schedule, resources are wasted, and deadlines become a constant source of stress. But… Because of these delays, project managers face constant roadblocks like: Endless email chains and follow-ups. Teams waiting idly for approvals that don’t come on time. Budget overruns caused by rework or missed timelines. Chasing approvals isn’t just time-consuming—it derails the entire project. When feedback or sign-offs are delayed, the ripple effect impacts everything: Planned resources go unused. Project milestones are missed. Team morale drops because of constant last-minute changes. Imagine this: You’ve coordinated with multiple stakeholders, only to spend days waiting for someone’s approval. Meanwhile: Your team is idle, wasting valuable hours. You’re scrambling to keep stakeholders aligned. Timelines are collapsing, and you’re stuck fixing the mess. This endless cycle of chasing approvals leaves you overwhelmed and exhausted. So, how do you take back control? The answer lies in streamlined approval workflows. Here are 3 actionable tips to get faster project approvals: 1. Set non-negotiable deadlines: Assign clear due dates for every review stage and automate reminders to keep stakeholders accountable. 2. Be specific in your requests: Specify exactly what needs to be approved whether it's a project charter, timeline, or deliverables so stakeholders know where to focus. 3. Centralize approvals: Use a single tool or platform for feedback and sign-offs to eliminate confusion and back-and-forth emails. The next time you’re stuck waiting for project approvals, ask yourself: • Have I communicated clear deadlines? • Am I specific about the feedback I need? • Is my approval process centralized and easy to follow? Take these steps, and you’ll not only stop chasing approvals but also keep your projects on track, under budget, and stress-free.

Sent 1,000 emails and gotten ZERO responses? Does cold-mailing even work? If you’re sending 1,000+ emails aimlessly with the same old AI-generated template, then no. But if you’re actually putting in the effort to customize your email—tailoring it to the company and reaching out to the right people—then yes, cold-mailing can absolutely work! Here’s how to stop spamming recruiters and start actually getting responses: 1. Be Unique Recruiters get hundreds of emails daily. Sure, a great resume makes you stand out, but only if someone actually opens your email. Don’t just slap your name on a generic template. Write something that sounds like you. Show that you’ve done a bit of research, and add a personal touch. Basically, don’t sound like a robot. 2. Find the Right Person Fun fact: HR isn’t always the best target—they’re already drowning in emails. Instead, look for someone who actually works in the department you’re aiming for. Better yet, see if you have any mutual connections, like alumni from your school or university. You want your email to end up with someone who has a reason to care, not someone who’s just trying to hit “Inbox Zero.” 3. Keep It Short Nobody likes long, boring emails. Think about your own inbox—do you want to read a boring novel first thing in the morning? Keep your cold email short, sweet, and engaging. Say who you are, why you’re reaching out, and what value you bring—in as few words as possible. 4. Give, Don’t Just Take Don’t just list your qualifications and say, “Hire me!” Instead, show what you can offer. Maybe you’ve noticed a challenge the company is facing—mention it and propose a solution. Demonstrate your value upfront. It’s like saying, “Here’s how I can help,” rather than just, “I need a job.” 5. Subject Lines Matter Your subject line should make them curious without being cringy. Something like “Your Next Best Hire Is Here” works if the role involves creativity. For other jobs, keep it straightforward but intriguing. Make them want to click. 6. Follow Up (Without Being a Nuisance) Following up is crucial, but don’t go overboard. A gentle nudge after a week or so shows genuine interest—not desperation. It’s a fine line, but one follow-up can make all the difference. Bonus Tip: Timing is everything! Sending emails between 9 am and 5 pm usually works best. But sometimes, sending one at a weird hour (like 11 pm) might actually catch someone’s attention. Try a few times and see what works. Still have doubts? DM me, and I’ll share the link to my essential email and LinkedIn template guide, which has helped many people land internships and job opportunities—even at BIG4 companies. Cold-mailing isn’t easy, but if you do it right, it can be pretty effective. The key? Be authentic, be thoughtful, and remember—you’re talking to a human, not a hiring machine. Follow Palak Gupta for more such career advice! #coldemail #networking

As a CEO, keeping communication clear and productive is an absolute priority, especially when managing a busy inbox. One framework that has truly helped me is the Getting Things Done (GTD) method. Here’s why I think it’s a game-changer when it comes to organizing your mailbox: - Capture and clarify: Instead of letting emails pile up or get lost, GTD encourages you to process and categorize them systematically. This clears mental clutter and keeps you focused. - Action-oriented communication: Every email gets categorized into actionable steps. Whether it’s “Reply,” “Forward,” or “Schedule,” nothing slips through the cracks. - Prioritize the essentials: GTD helps you focus on urgent and important outreach, minimizing wasted time and maximizing impact. Driving clarity in your inbox allows you to lead decisively, stay organized, and protect your mental energy. Curious about more steps? Check out this helpful guide: https://lnkd.in/eMpwYSZE