my employee doesn’t read her email

A reader writes:

I supervise a manager who is in most respects a great manager. She does an excellent job of coaching her team, but she has difficulty getting to all her emails in a timely manner. We’ve talked several times about the need to delegate and to review all emails within 24 hours, and strategies for working quickly through emails to get to the important stuff, and she’s getting better, but I still have to prompt her on hot items that come in because she hasn’t seen them.

I recently heard her mention working on weekends in order to go through her inbox. I understand that she receives a lot of emails. We all do. But I don’t understand why it takes so much extra time on her part. I’m a huge proponent of work-life balance and I worry that she’s going to burn out if this keeps up. To add to this problem, she is a subject matter expert in one area that I have little experience in, so I often can’t respond to questions without consulting her. I want to be respectful of her time, but sometimes I need an answer now.

I’ve always been really good at setting boundaries at work and delegating work, and I find it odd when other people don’t. I also tend to read and process information more quickly than most people, but I can’t tell if it’s that, or if she’s just disorganized. I’m definitely guilty of delaying a stronger conversation on the issue because she’s great at everything else, but I want to address it before she gets too deep in the weeds. How do I understand what the root of the problem is and address it before it’s too late?

I answer this question — and two others — over at Inc. today, where I’m revisiting letters that have been buried in the archives here from years ago (and sometimes updating/expanding my answers to them). You can read it here.

Other questions I’m answering there today include:

  • Praise on Monday, discipline on Friday?
  • Rules of engagement in a new office layout

{ 120 comments… read them below }

  1. Dust Bunny*

    I guess that I, personally, would rather be disiplined on a Monday so it wouldn’t spoil my weekend, and I could feel like I had the chance to start doing better right now instead of feeling powerless for two days.

    1. Flor*

      Me too. The logic that you “dwell” on it all weekend and then come back on Monday ready to work hard is, aside from being a jerk move, probably not as effective as giving feedback at a time when it can be acted on immediately.

      1. Troubadour*

        I feel like this just gives people all Friday evening to dwell on what a jerk move that was and then all Saturday and Sunday to dwell on updating their resume….

    2. It’s A Butternut Squash*

      Ya if you’re going to employ this kind of bat shit manipulation technique, criticize me on Monday so that I’m motivated to work harder to improve your opinion of me, then praise me Friday so I feel like the work was noticed and have a good restful weekend.

      Or, ya know… don’t try to manage through bizarre psychological manipulation.

    3. PhyllisB*

      What does this even mean? How do you “discipline” or “punish” an adult? (I’m thinking of the restaurant manager asking for what he should do to punish himself for something he would get upset with his staff about.)
      I guess you can fire them, but I don’t think that’s what’s meant here. The only “office” type position I’ve ever had was long distance telephone operator, and the only “discipline” ever used was an entry on your record write up? (Even though they didn’t call it that.) Or suspension.
      I somehow don’t see the the boss sending you out to pick your own switch.

      1. Daryush*

        Discipline in this context would generally be, talking with the employee about a problem and asking them to fix it. Like the letter yesterday where the employee always had her status set to away so people couldn’t message her, discipline would be sitting down with her and clearly explaining what’s required of her and making sure she understands that it isn’t optional.

    4. Putting the Dys in Dysfunction*

      Who are these bosses that try to manipulate people on the basis of some management “theory” instead of treating their employees as human beings to be treated with respect and engaged with honestly?

      Aargh, this kind of thing is infuriating.

  2. Caramel & Cheddar*

    Re LW#1, can we get a thread going re: best tips for staying on top of your email? Please share which email system you’re using, since not all features are created equal.

    1. Caramel & Cheddar*

      I use Outlook at work, and have found these things helpful over the years (some features may no longer exist / exist in your version):

      1) Conversation Clean Up, which deletes all but the most recent email in a chain.

      2) Rules, for setting up automations applied against emails I tend to get regularly (e.g. a report that gets emailed out every Thursday getting shunted to a specific folder, a notification from our IT system going to the “Other” tab in my focused inbox, etc.)

      3) Sweep, which I like for cleaning out my inbox when I haven’t been on top of things. I’m not quite inbox zero, but sometimes it’s easier to just old all emails older than X to another place since I know I’m unlikely to go back to them.

      4) The search function, to bulk delete emails with the same subject line, i.e. I get a daily schedule email that I like to read when I’m in the office but is outdated by the time I read it when I’m not, so I just bulk delete those when the scenario calls for it.

      I use a combination of these when I return from vacation so I can cut through the volume to the stuff that really matters.

    2. Tio*

      I use conversation view, so I can see if things are being replied to and may not need my attention, as well as collapses things into one line so like 30 emails become 1 group with most recent email first. Helps me know what I need to read into and avoid responding to something that’s already been talked to death while I’m out

      I also use the flag system a lot. Then on top of that, I use MS’s To Do list to keep certain topics at the top of my mind

      1. Cmdrshprd*

        But doesn’t that push email/items you might have been asked about to the bottom?

        IE in the chain you get asked a question on email 2 (you don’t see it right away) in addition to questions to others, those people respond and you get emails 3-7 before you finally look at the thread in email 8? Do you go back and read the entire thread?

        1. Salsa Your Face*

          I use conversation view and yes, I read the entire thread. I start at the bottom (so, the oldest) and flip through the emails until I get to the newest one. That way I’m reading the entire conversation at once, without being interrupted by other topics, so I can easily get a feel for whether my input is still needed.

    3. I strive to Excel*

      Outlook rules are really my go-to here. They’re an especially good way to deal with emails that you may not need to look at immediately but would like to keep for reference. Just keep it to no more than 5-6 folders or it starts being analysis paralysis.

      1. Zombeyonce*

        Yes, folders and rules are the only way I stay on top of my email. I set up rules to auto-move specific kinds of emails that aren’t going to be urgent (system notifications, HR notices, etc.). I also make sure I delete or file an email as soon as I read it unless it’s awaiting action. That way my inbox doesn’t fill up with things I don’t remember if I’ve looked at or not. If I can delete or respond to something in 5 minutes, I do it right then rather that let it sit to be forgotten.

        Whenever I have time, I spend 10 minutes going through the latest emails I’ve received to clear out the new stuff and add a task wherever I track my upcoming work for emails that need extra work. It helps a lot.

    4. Jennifer Strange*

      I am currently in Gmail and I use a LOT of folders. When I login the first thing I do is sort all of my emails into their folders (including a To-do folder for things that require specific actions from me). I’ve also started a Low Priority To-Do folder for things that need to be done but aren’t on a deadline. If I know I won’t be able to act on something for more than a week I snooze it to pop back up when I can get the information I need or when I check in with the person I need something from.

      1. Orv*

        I wrote a whole long thing about this and then it didn’t seem to post, but my scheme is pretty similar. My rule of thumb is I should only touch each piece of mail in my Inbox once before moving it somewhere else. It really helps keep the clutter down.

    5. Orv*

      I use Gmail. My rule is I try to only touch each piece of email in my inbox once.

      – If it’s simple and I can respond immediately, I do, then I archive the email.

      – If it’s a longer task, it goes in my task list (I use Trello for this), I put a link to the email in the task description, and then I archive the email to move it out of my inbox. When the task is done I pull the email back up via the link and respond.

      – If it’s a meeting request, it goes on my calendar and then I delete it after acknowledging it.

      – Mailing lists get sorted into their own folders by filters. I delete those messages after reading.

      – Stuff that needs to be retained for documentation reasons, like purchasing receipts, get moved into their own folders. (Technically Gmail calls these tags.)

      Once a year I use Gmail’s search-by-date feature to find all the documentation emails that are no longer needed by our document retention policy, and I delete them.

    6. Ashley*

      Unsubscribe to outside emails that aren’t relevant. It is amazing the number of places that get your email address.
      Another one is to put the ones you might want to read in a folder to skip the inbox and then just check the folder when you are looking for a mental break during the week.

    7. Good Lord Ratty*

      Conversation view
      Heavy use of colour-coded categories
      A few folders where I can put things I need to keep but don’t want clogging up the actual inbox

      And, crucially, deleting stuff. Anything that isn’t relevant to your work, anything you have already taken action on and don’t need to keep for posterity, and anything that’s outdated and no longer actionable/not needed for posterity. In general, email is not a good place for archiving documents, so don’t try to use it as a records system. If your workplace has a records management department/team/person, they will undoubtedly have guidance for how to manage email.

    8. Amy*

      “Touch it once” – the old rule of housekeeping.

      Really it ends up “touch 90% of it once, 10% a few times” but you get the idea.

    9. Elle*

      Besides rules and folders I use the Microsoft tasks feature to remind myself when I need to respond or send an email.

    10. Guacamole Bob*

      Something only lives in my inbox if it requires action from me. Over 50% of the email I receive can be simply filed once read, if you count all the things I’m cc’d on for awareness, automated daily emails, agency-wide announcements, etc. Another solid chunk needs only quick handling – forwarding to someone on the team, replying to say I’ve got what I need, etc. Dealing with those things immediately and clearing them out of the way means that my inbox has only a handful of live things in it most of the time.

      One key is the “Pending” folder (what I call Allison’s “waiting for”: https://www.askamanager.org/2015/02/you-need-a-waiting-for-folder.html). That lets me file something without losing track of it if what I need to do is follow up later to make sure the thing happened.

    11. Moira's Rose's Garden*

      Mentally, it really helped my organization to reframe the work of answering emails as Work that needed it’s own time to do, not something to squeeze-in between my Real Work Activities(TM).

      After that, for me what works is liberal use of rules, dedicated inbox folders and flags with dated deadlines in Outlook.

      I create rules that send emails from sources like managers, C-Suite company notices, and external parties directly into their corresponding folders. I will also use subject key-words for project specific folders. It’s upfront work, but a time saver like WOA.
      Also, you generally know (for example) stuff like emails from X & Y sources are more likely to be important & time sensitive, from A & B are never urgent, but P & Q are ongoing projects that you’re tracking for the paper trail & may or may not be for you.

      The first thing I do is look at the new emails, starting with the ones that come from the most important sources & quickly assign flags/due dates or delete.

      Then I sort my flags by date, and use that for prioritizing. At this point, this is my first 1/2hr of a day, while I’m still in

      At the end of every week, I go through all my flagged stuff to make sure nothing slipped through or went un-responded to, and set up my gattadoo list for the upcoming week. Then I log off & enjoy my days off.

      Also, working things out so that my team uses Teams/Slack is used for communication that doesn’t need a paper-trail, and emails for stuff that does, to reduce the “Hey were is the X?” clutter in my inbox.

    12. Olive*

      I have a to-do list separate from my emails.

      I read through my emails and immediately delete things I don’t need.

      If I need to reply and it’s going to take more than 5 minutes (because of investigating, talking to other people, checking calendars, etc.), I put it on the to-do list.

      I put project labels on things that I might need to read repeatedly to get more details – for example, an email chain with a list of customer specifications. Even if I put the list into a separate document for follow up, I’m still going to want to re-read the email at some time to reassure myself I got the requirements down exactly and didn’t miss anything.

    13. GreenShoes*

      I have a rule that flags emails from key people (my boss and his boss, C-Suite, etc.) and adds a category marker of yellow when they come in to my mailbox. <- This helps me focus on the important ones first

      I also get email approval requests… those are flagged maroon as they enter my inbox by a rule. I then have a quick step that adds a blue category of "pending confirmation", then when I get the confirmation all of them get a quick step to mark them "Complete" and to move them to a folder. <- This one is invaluable to keep on top of the approvals

      Other than that I use the conversation tool to keep everything grouped and so I only have to look at the most recent to see if it's applicable or needs attention.

    14. Contracts Killer*

      Be a helpful email SENDER and people will start to mirror your approach.

      * Make sure your subject lines are action items:
      –FYI, new project data
      –FOR REVIEW – Bates agreement
      –TO SIGN – Bates agreement
      – TO FILE – Bates agreement

      * If someone changes the subject in an email string, update the subject line in your response. If someone responds to “TO FILE- Bates agreement” letting you know it’s filed and asking the status of the Davis agreement, you can reply in the thread or start a new email, but change the subject line to “STATUS – Davis agreement.”

      *Long emails should look like memos.
      — Include subject headings in all caps or a larger font (this is better than bold or different colors so it can be read correctly even if reformatted).
      — Include instructions: “If you’ve already read the Bates agreement, you can disregard this email. If you still need to review it, please see the information below.”
      — Include an executive summary at the beginning. I reserve this for when I’m sending to someone who I know needs a lot of information but is usually pressed for time.
      –Or better yet, if your long enough to look like a memo, save it as an actual memo and send it as an attachment with a brief summary in your email. This will make it seem less overwhelming and easier to review/triage.

      *Proofread your emails before sending.
      — This seems like an obvious thing but a small typo can completely change the meaning of a message or cause confusion.

      1. BikeWalkBarb*

        Great advice. I’ll add a couple more that I (try to) use.

        The Golden Rule of email: To get less email, send less email.

        More on this: Is this a thing you really need a record of and if so is email the right place? Can you have the discussion via phone or chat to get the answer, then refer to it in a later necessary email to have it on the record? Is this something that belongs in a working document people collaborate on rather than a bunch of back and forth clarifying emails, one meeting to talk through the wrinkles, then an email so everyone has the final copy?

        Also:

        – Put deadlines in the subject line and set a reminder to pop up for yourself and the recipients with enough time to meet the deadline based on task complexity.

        – Put the ask or action first in its own paragraph, then the explanation or background if needed. Especially helpful if you’re bringing someone into an email chain who will need that but others won’t.

        – Include “If I don’t hear back by X date I’ll take that as agreement” (or whatever it is you need on this, but only do this if you put the deadline in the subject line. “Plan review: Comments after 8/12 won’t be considered”.

        – Help each other cut the underbrush: Discuss email cc practices with others you frequently interact with so you’re not cc’ing or being cc’d unnecessarily.

        My direct reports know that if it’s something they’ll handle and I’m in the chain, they’re to move me to BCC and note that in the email so others don’t add me back in. “Moving BikeWalkBarb to BCC; I’m on point and will inform her or loop her back in if needed.” (God forbid I ever work someplace where people want to be cc’d on everything.)

        1. Contracts Killer*

          I’m forever grateful to colleagues that bump me to bcc when I’m not needed.

      2. Casual Fribsday*

        I’m curious about how others feel on changing the subject line. I work with one person who does this (Jenkins), and while it’s helpful once in a blue moon, the more likely result is that I send something out to a small group and I get back five replies in the same thread/conversation and an entirely separate email from Jenkins because he changed the subject line.

        My strategy is more to not tack on additional subjects to an existing email. So if we wrap up the Bates agreement and I now have questions about the Davis agreement, I start a new email so that each has the relevant subject line.

    15. Troubadour*

      My org uses Outlook. I follow a lot of mailing lists so have rules to auto-file these emails into separate folders. For the remainder in the inbox, I think of it as triage: some I can delete unread; some I can skim and then delete or file into other appropriate folders; some only need a quick and easy reply; and the ones that need a more complex reply I flag into my to-do list.

      My to-do list (which also has things I add manually during meetings) is currently wildly over-full so, y’know, this isn’t a complete solution for a cruisy worklife. But at least I’m on top of my emails….

    16. anonymous anteater*

      Thank you for starting this thread!

      I am in gmail, and email is a big part of my job. My inbox is an active to-do list. I almost never use folders or tags, but I archive emails when I am done with them. I use the view that threads responses into a conversation view.
      I either respond right away, or I leave the email unread. When my workload is normal, I have around 20 unread emails, which are items I need to respond to/make a decision about/get more information/do some research on etc. I use the snooze function to give someone a few days before I follow up, or to triage my own work e.g. push some tasks into next week. I also use a lot of scheduling emails, most often to myself. Those will be things like in two months from now, review project spending; or, remember to highlight this achievement in the next annual report. I also have a few monthly and quarterly tasks which are a recurring calendar reminder, but the important part is that the calendar sends me an email notification, and that unread email is how it gets on my inbox-to do list. I star emails sometimes if they are super important, or if they have attachments that I need to file in a very specific filing system that I can most easily access when at the office. The inbox shows starred emails at the top, and the to file ones have a green star, and get snoozed until I get to them on a day in the office. I think at one point I also used a purple star for emails on one particular subject, but usually it’s just regular star or green to-file star.
      Old emails are archived without any folder structure. People here are usually good about having subject lines (except John). I also am happy with the gmail search. I can search for people, email addresses, different search terms, “a search phrase in quotation marks”, I can specify has:attachment or label:unread, and occasionally I restrict the search to a date range (e.g. looking for an attachment that Susan sent me sometime last Fall).

      I have a colleague who uses her drafts folder as a to do list. She will start a new email, jot down some keywords, and then later return to the drafts folder to finish a message to somebody. It works for her.

    17. Van Wilder*

      I get so many emails that I’ve had to implement rules to sort into folders. Mine are “Note to Self”, @VanWilder (emails that tag me or say “Hi VanWilder”), Client, and VIPs.

      I then check those and ignore my inbox. Occasionally I miss an email and need to add something to my rules. But honestly, having someone tell me “can you respond to that email about XYZ?” three times a year is a worthwhile tradeoff to spending my entire workday sorting emails.

    18. Tired Osprey*

      When coming back from vacation, I move anything that’s going to take actual thought and isn’t urgent to a “read completely later” folder. I then have an item on my daily to-do list to go through that folder, that I allot more time for than just a quick scan and triage of the inbox.

      Also, as everyone else on this thread has said, inbox rules.

  3. RedinSC*

    Oh, the email non reader could be my current supervisor. She’s so amazing at her job, but terrible at email. And like everyone, we get way too much email. Basically, if I send her an email that needs urgent action I send the email, and then IM her and she’ll most likely get to it. If not, I IM again and then text her. It’s not ideal, but honestly, with her workload something has to give and that’s email response time.

    1. H*

      so funny I thought the same except my boss has other deficits and was my peer until 5 months ago. she responds to emails at a glacial pace.

      1. RedinSC*

        I really think some folks are just better at email than others. I’ve heard that the “Getting Things Done” training is actually helpful for people, especially with email.

  4. Kevin Sours*

    I’m honestly going to question whether email is the best vehicle for “hot items” that “need an answer now”.

    Beyond that it’s hard to discuss without having some ideas about how much email we are talking about and what kinds. At a certain volume you *can’t* read it all and strategies switch to methods of not reading a large chunk of it.

    Inbox rules that filter out important emails (say the ones sent by OP) to a high priority folder sound like a useful thing here.

      1. Kevin Sours*

        So do chat apps and ticketing systems. An email followed by a heads up or an email summarizing the conversation will also serve.

        Email can so easily get overloaded and things lost that it’s really not a good vehicle for things that need immediate response.

        1. Cassie*

          A lot of our central depts (payroll, accounts payable, etc) have moved to ticketing systems and although it seemed a bit silly to me at first, I understand why and I’m definitely seeing the value now.

          Case in point – someone sent me an email yesterday to follow up on a request they sent me in May. I honestly don’t remember if I ever saw the original email (but I have the email in Gmail so I guess I did?). Even if I did see the email at the time, there’s a really good chance it got buried by the other emails that came in that same day, and the next day, and the day after that.

          I found a Google Apps Script that extracts emails into Google Sheets so I’ve been using that – it’s so much easier to scroll a spreadsheet to see what has and has not been dealt with, than to deal with the email messages in Gmail.

          1. Kevin Sours*

            One of the core features of ticketing systems is priority triage and making sure that critical items don’t get lost in the noise. I think they are massively underused personally.

            1. allathian*

              Yes, absolutely. But it should be the person who assigns tasks from the queue who sets the priority rather than the requester. With some people everything is urgent and that means nothing really is.

      2. Reluctant Mezzo*

        Yes, indeed. Once I convinced a boss to confirm what she told me through email, she had a lot better memory for what she told me.

  5. Alice*

    Doesn’t sound like the new space is much of an upgrade in terms of productivity or comfort :(

    1. Zombeyonce*

      I’m guessing the change was sold to the higher-ups as not just cheaper, but “putting everyone together to increase collaboration”. I’m also willing to bet execs still have private offices.

      1. Hastily Blessed Fritos*

        This is always the situation. I’ve never seen an open plan office where execs didn’t have private offices.

        1. Galadriel's Garden*

          Believe it or not, my office has one of those plans! No private offices of any kind, only phone rooms, huddle spaces, conference rooms, and other little gathering zones. To be clear, I hate it as every room is glass and there is zero privacy anywhere short of the handicapped bathroom – and some folks are decidedly not great at using the spaces with doors for private or sensitive conversations – but it’s surprisingly egalitarian. Unsurprisingly, many of the Powers that Be were not thrilled about having their offices taken away and now we pretty much all work from home 90% of the time.

        2. I strive to Excel*

          I have, actually! Medium public accounting firm. Everyone hot-desked. Offices were available to check out. There were no separate offices for anyone including the partners, though some of the partners did have “favorite reserved offices”. Even so, it would usually be for half-days at most.

          I left that job because public accounting is not for me, but I will always respect the partners from that firm for putting their money where their mouths were.

        3. allathian*

          In ours they don’t. My office’s downsizing because the space’s empty for much of the time. People were able to WFH occasionally even before the pandemic, now we’re officially hybrid although there’s a lot of flexibility. Some people have private offices, but that’s just our biggest big boss and his assistant, the registry office, HR, and a few people that have customized workstations.

          The offices are currently being renovated and we moved to one floor with the old layout while they’re rebuilding another. Most people still work remotely at least half the time, some considerably more. We have very flexible working hours, so many people choose to WFH in the morning and go to the office (and eat) during their lunch break and work at the office in the afternoon, or vice versa. Two teammates usually WFH in the morning and go to the office in the afternoon. One prefers to go to the office every day, her husband retired recently and now that he’s no longer in meetings all day, she can’t focus on work if he’s puttering about the place.

          That said, teams tend to cluster in certain spaces, and while I don’t go to the office often, when I do, I’ve always taken the same desk if it’s free. So far it has been because I’m an early bird, always at the office by 8 (unless there’s a problem with public transit), frequently earlier.

      2. Gretta*

        This is usually the case and always infuriating. Well yah, they don’t care that everyone else is uncomfortable and less productive – they’re fine!

    2. Student*

      We’re moving to a newly constructed building where we’ll be two to a cubicle (two desks in the partitioned space). I think it’s the influence of remote/hybrid work. Since people aren’t in the office half the time, I think the assumption is they don’t need a full space. I’ve been out of the workforce since before covid, and the “work anywhere” attitude seems to lend itself to the idea that the work environment doesn’t matter. It’s a far cry from the ergonomic emphasis of old offices.

  6. Anonymous Demi ISFJ*

    I have a colleague who, by his own admission, doesn’t read emails that he’s “just copied on”. I’m about to leave the company (transition period started late last week). He found out yesterday when someone told him about it. I had a good chuckle over the surprise reflected in the email he sent me when he heard, since if he’d been reading his email he would have known this was a possibility two weeks ago…

    1. Zombeyonce*

      I have a coworker who likes to brag to anyone who will listen that they “don’t read their email” like, at all, ever. It’s incredibly frustrating. No wonder they miss important context all the time and aren’t helpful in so many ways.

      1. Ron McDon*

        I work with one of those, too.

        The most frustrating time was when we all got pulled into a bullshit meeting to ‘define the expectations for our role’ (she was the only one not following the very reasonable expectations for the role, of course). She called in sick so that she avoided the meeting, then refused to read the email summarising the expectations sent afterwards, thereby being able to genuinely claim that she didn’t know about the expectations, if anyone were to ask her or pull her up on her behaviour…

        She’s fookin annoying to work with, which you won’t be surprised to hear, I’m sure.

        1. Captain dddd-cccc-ddWdd*

          You have a colleague problem but more significantly, you have a manager problem.

          1. Ron McDon*

            Oh don’t I know it – luckily I interviewed elsewhere on Tuesday and was offered the job. So they’re not my problem for long… :)

    2. RedinSC*

      Oh, the people and advice to
      1. don’t read the email if you’re CCd
      2. if it’s important they’ll email again and other-wise contact you

      That stuff just drives me mad. THis is a work tool, use it. But then again, I deal with a supervisor who is super late on emails. The thing is, she’ll always get to them, but maybe not on my time line. But the actual advice to NOT read emails and let people get to you another way burns me because it is making me work harder for those folks and if I learn that this is your strategy (like yesterday’s LW whose staff won’t show if they’re on line) I would resent that.

      1. allathian*

        I get what you’re saying, but I also don’t think email’s the right tool to use for urgent items. The expected response time on emails in my org is one full business day, so if you send an email after 4.15 PM on Friday, you can only accuse someone of a late response if you don’t get it by 8 on Tuesday morning. IMs, and if all else fails, Teams/Zoom or phone calls can help. We’re expected to read our Teams channels and convos at least twice a day, and a faster response is expected if someone tags you by name and flags their post with an exclamation mark. That said, I work in government and unless there’s a crisis, things are rarely all that urgent. Other industries require much faster response times.

        Obviously your supervisor has to be on the same page about this and you can’t abuse the privilege of marking things urgent when they aren’t, or they won’t be happy. As the supervisor, they get to set the timeline of their responses, but if their delays cause you to miss deadlines or force you to scramble in a way that feels excessive to you, document that.

  7. Goldie*

    For LW 1: You clearly have a style and preferences for work life balance. Your style and preferences are yours, not your staff’s.

    I find that some people who struggle to keep up are overloaded. Does she have a reliable person to delegate to? Is she in a position to say no?

    Personally after a day full of meetings and general workplace goings on, I’m too tired to get to every email some of which require detailed and time consuming responses. Especially with interruptions. I will happily take a quiet hour on Saturday to clear my email when I can focus.

    It’s totally reasonable to ask her to respond to your and other time sensitive emails as quickly as possible. But responding to all emails within 24 hours isn’t always reasonable. I’m ok prompting my staff with a text if they may have missed something that is important to me.

    1. Goldie*

      That said, my inbox is almost always at zero. I’m always stunned when I see someone with 1,000 unread emails.

      1. Cool Papa*

        That can be outlook too. I read in the reading paine and it often didn’t register as read

    2. Cool Papa*

      This so much. I have ADHD
      —this is not to diagnose the LW’s employee, this is only to explain me—

      As a result things always take me longer. My inbox is never at 0. So work life balance looks different.

      The key is to look at what will work for their employee, not try to implement what works for them.

  8. Melon Merengue*

    I have a coworker that I think might be sabotaging themselves by managing email poorly. When they were out for a few days and we checked on their box, we were horrified! It’s in that grey area between thinking they are setting themselves up for failure and wanting to help, and feeling like it’s none of my business how someone handles their email organization. (I’m not a manager.)

    1. Cool Papa*

      Are they bad at responding to email, falling behind on work, or in general not staying on top of things?

  9. Orv*

    #2 – reminds me of the “compliment sandwich” advice everyone gets, that criticism is easier to take if you compliment the person before and after. As a result, every time I get a compliment, I brace myself for the criticism that I’m sure is about to follow.

    #3 – It’s possible they don’t realize it’s coming off as rude. I’m a curious person and I have a tendency to glance into open office doors or at people’s houses as I walk past them, and it took me a long time to realize it was impolite. No one ever told me.

    1. D*

      It’s also just harder to not look at the visually interesting/moving things in your line of sight, even if you know it’s just Bob moving their files around or typing.

    2. Filosofickle*

      I had a roommate once ask me to stop looking! His bedroom door was in my line of sight from the couch, and every time he opened his door to go to the bathroom or grab a glass of water, I glanced over. I wasn’t trying to be nosy, it was just movement that caught my attention. It was totally automatic. But he felt like he couldn’t go anywhere without being observed so of course I made an effort to curb that automatic reaction. (I hope it made him feel less watched, but what he probably didn’t know was that shifting from an automatic to a conscious behavior actually drew MORE of my brain’s attention to his movements.)

      1. allathian*

        Yeah, this. Human brains haven’t changed much, if at all, from the time we were hunter-gatherers and when any movement within your line of sight could be a threat or possibly food (humans are interesting because we exhibit both predator and prey behaviors).

        If I see movement in my peripheral vision, I’ll look up. But I also hate the sensation of people walking behind me, so I just accept that I’ll be distracted by someone walking by in an open office environment. I also do my best to avoid looking at other people’s screens.

    3. allathian*

      Yeah, the compliment sandwich is a problem in other ways too. Some people will hear the compliment and ignore the criticism altogether, “I’m happy with your work in general but I need you to read your email at least twice a day and respond to urgent items immediately, if only to say that you’ve noticed their request and will get back to them within a specified timeframe” will be heard as “I’m happy with your work.”

  10. Coverage Associate*

    My problem with email is how many steps I have to take in how many applications just because I have read the email. It is often not just reading and a response, but I have to enter my time (separately for review versus reply), file the email, and enter any new information into a database. And an attachment could be 1 page or 1,000. An attachment that is an email can have all sorts of additional emails and attachments nested in it.
    My experience has been that executive level managers become blind to this busy work because they have assistants to handle it, but middle managers don’t get that kind of support. Even if executives don’t officially have more support staff than middle managers, they will have the best of whatever support the business offers, which can make a huge difference in terms of things like keeping files organized. I have also seen executives apply exceptions for the limits on what support staff can do for individuals, eg, I have to do my own electronic filing, but executives farm that out.
    So freeing up some of the processes of checking emails, either through delegating or eliminating steps, is my first recommendation.
    Also, I check emails on vacation and weekends because it’s easier than coming back to a mess. What burns one person out can be another’s easy thing.

    1. Mad Harry Crewe*

      Needing to log your time so precisely is a pretty unusual requirement in most industries (and, wow, I would Not do well with that system).

      1. Cmdrshprd*

        Yeah it is not for everyone, billable hours are a pain.

        It was a reason I took a step back during a job move. Went from a billable hour position to non-billable hour. Not because I wasn’t working I was, but just keeping track was hard. I would have a start stop timer open but often I would find my timer had been running for 2.5 hrs and I had worked on 5/6 tasks and forget to adjust/track it.

        I would end up spending 1 to 2 hrs just trying to track and estimate how much I spent on tasks.

        Now that I don’t have to keep track, I am much more productive because I can switch between tasks with lightning speed without worrying about tracking the time.

        My industry is one that billable hours are key, there really is no way to eliminate them.

        Comparing it to a kitchen before I ended up cooking one dish at a time so I could carefully track the total time and would spend some time just waiting for something to finish cooking/processing.

        But now I can switch at will and I can cook 2-4 dishes at a time because I can switch from task to task, without the worry of tracking the time of 2 or 3 minute increments.

  11. Brain the Brian*

    I work for a boss like the manager whom LW1 supervises. I totally understand it — she checked unread messages once at the start and end of an “average” day, and even with her attempts to read and stay on top of things, her unread messages increased by well over 1,000 over the course of the day (I wish I was making up that number…) — but it is frustrating to have no reliable way of sending her anything that needs her review. It’s further complicated by the fact that most things that people send her need her to write back saying “approved” or “proceed” before we can legally do anything, and of course she doesn’t want to do that until she’s actually read things and figured out what we’re asking. For people in LW1’s situation — look at what items your authority matrix requires be sent to this manager for approval. If the list is very long, discuss ways to delegate, even if that means restructuring reporting lines or raising (for instance) monetary amounts requiring prior approval to make a purchase (I have to get approval for every single thing I buy, even a $10 pack of pencils, which is insane and feeds this problem). Some people just get too much email to humanly process in a day.

    1. HSE Compliance*

      My boss two bosses ago was like this. He would (on no actual schedule) check email sporadically, see the number, sigh, and then ignore everything unless you physically went to his office and asked him to pull that specific email. It was *infuriating*, especially when he would make (again, random) decisions that ignored 75% of the information and would have led to a significant increase in other issues, because he just didn’t check his email.

      He also refused to put in any sort of email sorting rules, unsubscribe to things he didn’t need to be on, or direct anyone outside the dept to email the correct person (i.e., send the environmental stuff to me, as that was my job) instead of him, as what was supposed to happen. He *did* get a lot of actually necessary emails, but at least a half were completely unnecessary for him to have or were information only that he could have automated to just get filed off in a folder. And yes, I taught him how to set rules, I offered to do it for him, we set up one together (after his boss ripped him a new one on not answering) and then he told me rules were too much work.

      Eventually, this led to a couple of us relatively senior members in the department giving up and just making the decisions ourselves, which then led to the more junior members of the department asking *us* to make the call for things Boss should have been handling. This was absolutely noticed up the chain and likely this pattern is what led to him getting demoted eventually.

      1. My Useless Two Cents*

        I work with someone who uses her work email for all internet sites. She gets a ton of email but at least 70% is marketing/spam mail. She “enjoys” being able to delete the email from the inbox so she is usually able to keep it under control. But when she takes a few days off, whew, she gets !stressed! by the number of emails in her inbox. Overall, I think she finds deleting the emails therapeutic.

    2. mreash*

      This is on your boss. My spouse is in editorial and gets 1000 emails a day with press releases & pitches. It’s about setting up filters so your colleagues’ emails are seen in the correct order; and/or telling your reports to use specific subject line coding/tagging for action items. If all 1000 have action items, that is either a bad means of communicating them, or your boss’s job is impossible. If the latter – just not doing it isn’t a great solution.

      1. Brain the Brian*

        Oh, it is definitely on her. She is subscribed to shockingly few external lists, so the vast majority of those 1,000-ish emails come from internal sources — probably about 90%. Of those, a majority have action items requiring her attention. But no person can make over 450 work decisions a day, even if it’s just issuing a formal approval! It is simply impossible, so things get further and further delayed. She is our longest-serving VP, and mixed in with all those approvals are actual substantive things on which she should be providing insight and guidance, so I would hazard a guess that her inbox is our company’s single biggest clog in the workflow plumbing. Alas, when someone has been at a company for 40-plus years, is in the C-suite, and refuses to push for changes to the authority matrix that would reduce their daily drivel or accept help managing their inbox, they are not changing. Oh well.

    3. Cassie*

      Is there a way to set up an approval box (maybe a shared folder?) where items waiting for her approval are saved to? Then she just needs to go through the box once a day (or whatever frequency works for the office) and approves everything in one sitting.

      I used to work for a boss who didn’t like signing docs that needed his signature. “Just sign it for me!”, he’d say. So rather than dropping by his office randomly whenever I needed a signature, I’d batch the docs together and drop by his office in the afternoon once a week on a day when his schedule was less busy. Obviously, if it was an urgent request, I wouldn’t wait, but at least he didn’t have to deal with the signatures on this ongoing basis and it also made my life easier.

  12. 40 Years In the Hole*

    Our federal government public works folks determined that a more open concept, nearly-no-wall, reduced-but-collegial workspace was the way to go. It…was not. Millions of $ spent ripping out old (though in some cases, truly gross and mismatched lego pieces of partitions), and introduced…”ta-dah!” -Worplace 2.0. Pods of 4 or more cubettes with 2’ partitions to foster “collaboration.” As if we’d never before talked to our colleagues. No privacy for conversations that didn’t concern others, reduced storage for files (“paperless office!”). Everyone trying not to eyeball you as they walk by. And no more live plants (“might introduce allergens”). Srsly – plant police would patrol the floors looking for non-compliance. All to save money for…? Some liked it – most didn’t.
    I found some neat little over-the-partition-wall plant containers that I stuck some tall fake plants into, to give the illusion/semblance of privacy; it’s a bit disconcerting to always be making – or trying to avoid – eye contact with the folks sitting 3’ from you.

    1. mreasy*

      I read a piece ages ago about how part of the reason folks switched to cubicles when they were developed is because partitions/etc are considered ‘furniture’ and are subject to depreciation benefits on taxes. Whereas an owned building is an ‘asset’ and Actual Walls in a rented building mean higher rents with no tax benefit to the renter. Nowadays I’m sure a lot of us would do anything for cube walls given open concept is so common. I have never had a solo office in my career – and in my last few VP jobs, I have had shared offices when at all. I just got ‘upgraded’ to a shared office in my current job, which is otherwise entirely open concept seating. People just don’t want to spend the money on rent, especially for hybrid roles, and execs making those decisions almost always do have offices, and often didn’t have to deal with open concept early in their careers – so they don’t realize how disruptive it can be.

      1. Assets can depreciate*

        Furniture – if it’s being depreciated – is an asset. And owned buildings depreciate. The useful life is differently – for furniture it might be 5-7 years and a building 30, for example. But also, if the furniture costs less than a certain threshhold (that isn’t material compared to the org’s overall budget) then it’s not depreciated.

  13. Peanut Hamper*

    Yes, please, save up all my discipline for Friday and ruin my weekend. Give me a reason to spend my entire Saturday and Sunday sending out my resume.

    I hate ridiculous management methods like this, which are just plain lazy in addition to being stupid. I’ve had managers who would sometimes wait weeks to bring up something I’d done wrong, and they would deliver it the news when things were going well. Really good way to ruin my vibe.

    1. duinath*

      Yeah, for the most part I don’t think it’s helpful to approach people like there’s a trick to it. Like, “this one tip will revolutionize your workplace.” No.

      People are just people. You talk to them. You let them know your expectations. There’s no system to game, here.

    2. 3-Foot Tall Inflatable Rainbow Unicorn*

      Exactly! The manager might be thinking “you will spend 2 days of your personal time thinking how to better please me” but a smart worker is going to spend 2 days of their time finding somewhere else for their person to be.

  14. constant_craving*

    So, she does read her email. She’s getting to it more slowly than preferred, but she is reading it.

    So, that makes it sound unlikely that she is one of those people who thinks it’s optional. I’d look into reducing her workload or finding a way to reduce how much email she’s getting.

    1. D*

      The fact that she’s an SME the boss isn’t caught my attention. She’s probably fielding a whole lot of questions and work in that are the boss might not even be fractionally aware of.

      1. constant_craving*

        Yup. And probably getting plenty of emails that require substantial work to respond to, not things that can get a quick answer.

    2. mreasy*

      I don’t understand who thinks email is optional if it’s part of the job? I could see not checking it during the day for onsite labor or similar work (acting or construction, say), but if you work in an office and are given an email address by your job and you are regularly emailed by your colleagues and presumably supervisors, why would it seem optional? Unless I guess the person is just totally underwater, doesn’t want to mention it, and is just skipping email for that reason.

      1. Disappointed Australien*

        You can have meetings with people, you can contact outside organisations etc during the day when everyone is there, and you can process email on the weekend. Doing it the other way round isn’t possible.

        But even smaller priorities add up. It’s very easy for manager calendars to fill with random meetings and important things, but if they react by blocking out a couple of hours a day to process emails that means other priorities get pushed off the list. LW is at the start of “why does this person have more work than they can do in a day/week” process, but just asserting that they have to do the work isn’t really helping.

  15. Not your typical admin*

    I have such a bad tendency to glance into open windows/doors, ect as I walk by. Unless I’m super focused on something my adhd brain just tends to pick up whatever is interesting in my periphery. Not saying it’s right, just that it may not be people being intentionally nosy.

    1. allathian*

      AFAIK I’m NT and I do the same. Sure, I won’t crane my neck or anything, but I might turn my head or at the very least look in that direction. Most people do, not just those who have ADHD.

      There’s been some recent research to show that in hunter-gatherer societies, ADHD was (and is) a distinct advantage. The ADHD people would go pick fruit or berries from one tree or bush after another and gather more than the more conscientious NT ones who’d pick a bush clean before moving on to the next one. But the tribe as a whole benefited the most if the people with ADHD went first and the NTs picked the bushes clean. This has been gamified for experiments with groups of people with various neurotypes.

  16. I should really pick a name*

    If you have a reason to discipline someone every week, there’s a problem.

    1. Peanut Hamper*

      I didn’t take the advice as finding something negative every week, but I can see how a lot of managers probably would. I mean, if you’re taking advice from random TikTok posts…then yep, there’s a problem, and it’s probably with the manager.

  17. Fluffy Orange Menace*

    Ugh at cube peepers. Before the plague, I worked on base in a cube that was situated right on the main aisle used to get to the breakroom, the restrooms, etc… Literally hundreds of back and forths per day and everyone looked into my cube, and asked me questions that I had no clue about, from “do you know where so and so sits” to “do you know if there’s fresh coffee”. So annoying. The top of our cubes was about 4- 6 inches of glass, so I bought puffy fish stickers and put them all over the glass since I felt like I worked in a fishbowl. I also put my 2 large monitors on risers with one oriented portrait and one landscape, so they pretty effectively blocked direct view of my face and gave me a plausible excuse for not “seeing them” either if I didn’t want to answer questions. Right before COVID though, they did get rid of those cubicles for higher-walled ones, because people kept breaking the glass toppers. Now my only peepers are my dogs who shadow my every move.

    1. Mermaid of the Lunacy*

      “…puffy fish stickers and put them all over the glass since I felt like I worked in a fishbowl.” Hilarious! :D

      1. Orv*

        My college had a computer lab known as “the fishbowl” because it was entirely glassed in. Before it was a student computer lab, it housed a mainframe computer, in the era when computers were novel machines to show off to the public.

  18. Having a Scrummy Week*

    LW 1

    We have to do timekeeping at our job for client billing. Some teams have a standing 30 mins on their calendars at the end of the day that they dedicate to putting in their time.

    Could something similar be implemented for your team? This way, you are holding everyone accountable and not like pointing fingers at this one manager who doesn’t read emails.

    1. Having a Scrummy Week*

      ***like something similar, but for reading emails/completing admin work rather than timekeeping

      1. Peanut Hamper*

        The last 1.5 hours of my day on Fridays is blocked out for a thing called “Finalize” where I do exactly that. I show up as busy in Teams, but I usually never take the entire 1.5 hours so I’m still available to my team members.

  19. Somehow I Manage*

    I think asking the person about email is a great way to approach this. You may find out some great information about WHY they’re not able to respond as quickly. As noted in the response to the letter, they may be away from their desk quite a bit of the day. They may need to jump in to assist others. Or it may be that their team is sending them lots and lots of messages. Maybe encouraging them to block out a bit of time each day, or finding a way to ping them with hot issues through Teams or Slack, or something like that could help them navigate their inbox and stay ahead of the very important things.

    Also, just throwing this in here, because I think it relates here and so many other places. A gentle reminder that important does not equal urgent. Being able to weigh the needs of others through that lens might be able to help them (and all of us) figure out our best course of action.

    1. Disappointed Australien*

      The “why” question is the really important one. It’s entirely possible from what we’ve been told that this person is accomplishing 60 hours work in 50 hours every week. But they may also be struggling to get 40 hours work done in the 50 hours they’re spending. We don’t know.

      I work in software, and a “simple” email saying “someone would like you to review this code change” could be twenty seconds work or it could be more than a day. Asking that I get my average ‘time to handle an email’ down to a reasonable 30s per email would betray profound ignorance of what I actually do.

      (there are employee monitoring tools that make numbers like the above readily available. It’s unfortunately easy to make up targets based on them)

  20. Perihelion*

    Is it really peeping to glance into someone’s cubicle? I don’t think you can expect people to not look around them.

  21. TheBunny*

    Intentionally disciplining someone on a Friday so they “think about it over the weekend” is awful.

    I don’t have a robust history with formal discipline during my career. Obviously I’m not perfect but I have avoided major discipline.

    That said, I can think of a conversation about some changes to the department that were coming and my boss intentionally waiting to discuss them with me until the day before I was going on vacation “so I’d have some time to think about them” and to this day I don’t remember what the specific changes were (it had to do with a reorg I do remember that) but I remember being really annoyed she did this with the expectation that I would think on it during my time off.

    This is, obviously, different than a discipline conversation before a weekend, but I can imagine most people in this situation would react similarly to how I did and be generally annoyed at the expectation to spend off work time reflecting on work, and mine was just “something to think about” and not discipline.

  22. Llama Mama*

    LW1 -Definitely, follow-up on why she’s having trouble with the email, and one thing to consider is whether everything she needs to respond to should be an email. That is to say , are there better processes than back and forth email for some of this work?

    For example, I supervise llama grooming instructors. Grooming students have to submit a written report of their cuts, which instructors correct then send to me for review and approval. This used to generate a dozen emails that I would have to process individually. Now we have a single shared folder that reports get dropped into, I go in once in the morning to review and approve all the reports. No more lost emails, and it saves me the steps of opening, downloading, reattaching, and sending all those emails back.

    This could be especially helpful when there are recurring processes that she needs to stay on top of. Setting up ways to manage those outside of email, will make it easier to deal with the emails that need urgent responses, too. (I will admit to getting a lot of mileage from the book A World Without Email by Cal Newport on these thoughts)

    1. Cassie*

      I’m a huge Cal Newport fan – been listening to his Youtube podcasts where he talks about dealing with emails (especially email hot potato), productivity vs pseudo productivity, all the administrative overhead that accompanies every project.

  23. Bird Law*

    Someone pulled the Friday stuff on me two jobs ago.

    She would pick employees to torture, and once her main victim found a great new job, she chose me.

    I was a wreck all weekend. But the time allowed me to come up with a plan, which was to set up meetings with the supervisors I trusted to share with them the truly disgusting and mean feedback my boss had delivered to me with a smile. I walked in to these meetings framing it as “I got this feedback. I don’t see it, do you? And what can I do to fix it?”

    That boss left long that company before I did, and I hope I played a role. She is still piddling middle management in the middle of nowhere. I hope she gets paid just as little as she deserves.

  24. MotherofaPickle*

    LW #1 could have been supervising my mother when she first opened her business. Mom hadn’t much experience with the internet, as she is more of a phone call/in person kinda person. She complained to me that her email was out of control and she was missing important stuff. I told her, “You need to check your email at least three times per day: when you get into the office, after lunch, and 30 minutes before you leave. Delete all spam/advertisments/etc. Everything that needs a quick answer, reply immediately. Everything that needs research or a longer time commitment than 5 minutes of thought, acknowledge receipt and give them a time frame and add it to your to-do list.”

    Took her a couple of months to get into the groove, but she thanked me and continues to practice the same advice (sorta…complicated) in her current business.

    I just thought it was strange that I had to tell her that when she worked in the corporate world before she had to leave.

  25. Somehow I Manage*

    Regarding the feedback – positive or negative – I have been thinking about training and disciplining a dog. Humans are far more advanced, to be sure, but feedback is best delivered in the moment. If I do something great on Tuesday, I might have forgotten all about it by the following Monday. And if I’ve done something incorrect on Monday, why wait until Friday when I might have had opportunity to mess up four more times that week. If my dog does well when learning a new trick, I’m giving him a treat and praise right then. If he poops in the house, I need to catch him and redirect in the moment. He’s not going to know what the heck I’m talking about six hours later when I get home.

    If you want to wait til Friday to fire someone… fine. But even then, ripping the band-aid off right when you know it is time can be hugely beneficial too.

  26. Raida*

    Well… how many emails are we talking about here?
    Do we mean five new emails every couple of hours?
    Or ever morning the clear mailbox would have 112 new emails?

    If it’s the former then absolutely this is a question of her reading speed, possible reticence to forward tasks, a need to be thorough in responses, etc.

    If it’s the latter then I think this is more of an education process for others to ensure she’s CC’d in on emails to keep her in the loop – low priority, and the direct recipient in things that need her direct attention, and the high importance flag for immediate attention. Plus redirecting things that don’t need to be sent to her at all to the appropriate area, possibly a team mailbox where anything that requires her attention is flagged with her name.

    On top of all of this, there’s the question of how much time *isn’t* spent in meetings and prepping for meetings and following up actions from meetings each day – that really stops managers from getting through their emails. To ensure that there is *time* to get through the mailbox.

    If it is a crowded inbox, then a member of her team could also get access and prioritise/forward/file away mail so that it’s clear and clean for her to *do work* when she’s in her email. Even not prioritise and just filing away and forwarding would probably remove a lot of the mental messy feeling when she opens the email.

  27. Tiger Snake*

    This part in the middle seems like it’s really important but also being overlooked:

    “I recently heard her mention working on weekends in order to go through her inbox. I understand that she receives a lot of emails. We all do. But I don’t understand why it takes so much extra time on her part.”

    It’s not that she’s NOT working on her emails. It’s that there are too many. It’s that she’s literally unable to get through all these emails and do the other work she’s expected to do for her role.

    How many more emails is she getting than other managers? How is the work she’s doing more demanding, or just ‘more’ overall than other managers?
    Is there more going to her than needs a manager response and so less she can delegate? Is her team smaller or more junior or just doing more than other staff and so they don’t have time? Are people demanding the manager answer questions instead of looking at the online materials themselves or escalating rather than take the response of her team as the authority it should be?
    Do the kinds of emails she needs to respond to require a more complex response to other teams? Is she being expected to pick up things that should actually go to another manager but are being put at her instead?

    It feels like the actual problem hasn’t really been explored with us.

  28. sometimeswhy*

    I am not anymore but for a lot of my career I was the only woman in my STEM job(s) and i would get asked where people were ALL THE TIME. Like, walk past three guys, one of whom had lunch with Joe, to ask *me* where Joe is. My response, every time, was to shrug and say, “It’s not my turn to watch him.” If they pushed it, I would add that I wasn’t his supervisor or his mom or his parole officer but maybe they could go ask one of those people.

    1. BikeWalkBarb*

      Love “It’s not my turn to watch him.” This could extend to other things: “It’s not my turn to do that” when asked something way out of your job that they could do themselves, “It’s not my turn to stunt double for IT/accounting/legal/HR”….

      1. sometimeswhy*

        And *I* love the pivot usage for “stunt double for IT/accounting/legal/HR.” It has all the bite of “I’m sick of doing their jobs for them. If I neglected my duties half as much as they do, I would’ve been fired years ago,” but none of the perceived whine. Thank you!

Comments are closed.