Inbox Fatigue: Why This New Era Of Anti-Email Isn’t Better, And A Prediction Of Future Communication

Slack. Asana. Voxer. We live in a time of amazing software that connects us and allows us to communicate for business.

… but is it good?

And is it better than email, which many are saying it is?

Well, at the risk of sounding like a curmudgeonly old man, I’m not convinced we’re in a better age.

I’m experiencing inbox fatigue — not fatigue from my email inbox but rather fatigue from the sheer number of inboxes I now have to manage.

Aaron Hoos Writer
This is not me. It’s a stock photo… doubtlessly of someone experiencing inbox fatigue!

THE EARLY DAYS WERE SIMPLER…

When I started my business (well, restarted my business) over 10 years ago, I had basically 3 inboxes:

  • Email was my primary inbox and in those early days I also used it as a project management system. I would accept projects in my email, work on them on my desktop, and then deliver them back through email.
  • And my phone — people would call and if they had to leave a voicemail then I’d get back to them.

These first two were my primary inboxes.

  • I also had an account on a site called Guru.com, which is a job-posting site that people would use to hire freelancers. I ran a bunch of my projects through there as well, so it was technically a third inbox (although those projects were automatically emailed to me so I could still monitor my Guru account in my email inbox).

So basically 2-3 inboxes.

Pretty simple.

…THEN THERE WAS INBOX CREEP…

Over time, things changed: There was the concurrent development of the growth of my own business as well as the advancement of technology.

So more clients, more complex clients, and more complex technology meant more inboxes to pay attention to…

  • Skype
  • Texts
  • Facebook
  • Twitter
  • LinkedIn
  • More job boards (like Guru… including oDesk, Elance, etc.)
  • Basecamp
  • Client’s internal/proprietary project management systems

I also got my own act together and started managing my projects in another system instead of email (I tried a couple different ones but really clicked with Evernote, which I still love today).

It was a lot, and growing, but also manageable.

…AND NOW THERE’S INBOX OVERLOAD!

But today it’s become even more complex:

I have several clients using Slack, several more using Asana, and several more using Voxer, on top of the systems I’ve already mentioned above.

Yes, these all serve different purposes (some are communication-centric, others are for project management), but the bottom line is: they are all inboxes.

In short, I’ve gone from running a business with 2-3 inboxes to running a business with dozens of inboxes, sometimes multiple inboxes for just one client.

And it seems like we’re coming out with new inboxes all the time. Slack is relatively new, for example, and it’s touted as an email killer. Not surprisingly, several clients have jumped on board to use Slack instead of email. This will continue and it will grow as the next Slack and the NEXT Slack and the NEXT NEXT Slack is invented.

I’M NOT TURNING INTO AN OLD MAN — I HAVE A LEGIT POINT!

I swear — I’m NOT turning into a curmudgeonly old man. I realize that the level of client I now serve probably requires more complex communication and project management systems, and some of these systems provide value that email did not (such as versioning control). And to be frank, my business is far more complex and financially successful than in those simpler 2-inbox days so I definitely welcome the added features!

It seems like we’re in an era of “anti-email” — where communication is being done in more specific, more robust software that is more attuned to a single purpose.

But this new era of communication and project management causes me to wonder: is it better?

I don’t think it is.

In fact, I think this new era of anti-inbox communication is actually hurting us, for the following reasons:

1. We’ve reduced emails but we haven’t reduced messages: We once had inboxes that BURST at the seams with hundreds of emails flooding in every day and that was overwhelming.

(In fact, I still have a few clients with whom I have frequent “Replay All” email conversations between 4 of us, and if I miss a few emails while in a meeting then it takes a while to catch up.)

I understand that the sheer volume of emails is exhausting. But here’s the point I think people are missing: we’re not reducing the number of messages we once had; we’re just spreading them across more inboxes.

So instead of one big and daunting pile of emails (which is admittedly overwhelming) we have several small piles of messages in email, text, Skype, Facebook, Slack, Asana, Basecamp, Voxer, etc.

2. We are now paying an “invisible” price for this. We think we’re reducing email but we’re not — and now we’re ALSO paying a “switching cost” to check all of these different inboxes instead of just one. We now have to sign into several different inboxes to check those inboxes, communicate, etc.

3. We still use email for “important” things. Well, I don’t know about you but this is the case for me and my clients. We communicate on projects through all these various inboxes but whenever someone wants to raise the importance of something, they send an email. So email is still valued as a way to communicate but it’s become almost a place to indicate priority.

4. Even the anti-email mindset still benefits when there is only ONE inbox. It seems like people want multiple inboxes for different things, depending on the situation. They can have project management work in one set of inboxes and communication in another set of inboxes, etc. There’s this implicit idea that a single-inbox email is inefficient and old-school. Yet, how do you stay on top of all the notifications from each of these new and diverse inboxes? If you’re like most people I know, you do so through the notifications on your phone: each inbox has an app and each app notifies when there’s a new message. So all we’ve really done is take the single inbox value out of email and put it onto our phone. (But we still pay a “switching cost” to go from one app to another).

I THINK WE’LL SEE A SHIFT BACK

There is a lot of value to these apps. I use them and I like them. For example, I’m a big fan of Voxer. And Asana is growing on me (although it feels like a lot of its features were crammed in as an afterthought without a ton of user-experience consideration — IMO).

I think we’ll eventually* see a shift back to a single inbox in the future. We might not call it “email”. I predict that we’ll have some kind of inbox/dashboard/gathering-point, where all notifications will come into a single place from everywhere allowing us to review, sort, prioritize, and then launch into the right app.

… and this single inbox/dashboard/thing will need to be device agnostic so it works everywhere — on our mobile devices (replacing the mobile device itself as an inbox) and also on our laptops (for those of us who use them for work).

(* “eventually” = I’m not sure when. It’s not going to happen tomorrow. It could happen this year but I doubt it.)

My mobile device is working just fine as a notifier but I’d like something on my laptop too (so that I can download files I need to work on, etc.) and I’m hacking something together with my Evernote inbox, email, and IFTTT. But it’s sketchy.

If you are a developer looking for a project, I think this is going to be huge. People think they want an email killer but what they really want is one place to gather EVERYTHING. Right now we’re using our mobile devices to do that, but that has limitations. What we really need is an inbox that is like our email inbox right now (everything in one place) but doesn’t seem like email… and from which we can review, sort, filter, prioritize, and manage all those messages from all those inboxes… and to be able to access that anywhere (mobile devices, online, desktop/laptop, etc.)

In the meantime? I assume we’ll just keep piling on the apps every time a new supposed “email-killer” inbox comes out. And I guess we’ll just use our mobile devices to ping us every time we get a message.

Eventually we’ll get tired of it and do something about it.

Communication expert Connie Dieken interviewed at #BusinessLunchClub

We had a great lunchtime interview at #BusinessLunchClub on Twitter today.

This week’s theme is leadership and there has been an emphasis on the importance of communication in leadership. Today we talked with Connie Dieken, a leading speaker, author, and coach, on the topic of communication.

You can read the original discussion at BusinessLunchClub.com but I’ve reposted it below (with some minor edits).

@AaronHoos #BLC We are joined by @ConnieDieken, who is a leading expert on influential communication in the 21st century

@ConnieDieken: @AaronHoos #blc Thanks for inviting me to Biz Lunch Club. I’m on a mission to transform leaders into more influential communicators.

@AaronHoos @ConnieDieken #blc It’s a pleasure to have you with us!

@AaronHoos #BLC … @ConnieDieken was voted one of America’s Top 5 Speakers for 2010 by Speaking.com

@AaronHoos #blc @ConnieDieken ‘s bestselling book “Talk Less, Say More” helps readers be more influential and make things happen…

@AaronHoos #blc … “Talk Less Say More” was selected a Top Business Book of 2009 by #smallbiztrends…

@AaronHoos #blc …Learn more about @ConnieDieken and her book at StayOnPoint.com or TalkLessBook.com

@AaronHoos #blc … It’s nice to have you join us, @ConnieDieken ! Welcome!

@AaronHoos @ConnieDieken #blc Has communication changed over the years? If so, how?

@ConnieDieken: #blc Communicating successfully is radically different in today’s distracted, impatient world. Face-to-face comm skills are plummeting…

@ConnieDieken: #blc We’re buried beneath an AVALANCHE of information that social scientists say is 10,000 times greater than an earlier generation

@AaronHoos @ConnieDieken #blc Wow, 10,000 time greater!?!?

@AaronHoos @ConnieDieken #blc So if today’s audiences are so overloaded with information, how do we talk so others will listen?

@ConnieDieken: #blc Do you check e-mail and voice mail simultaneously? Do you grow impatient with long-winded voice mails and zap them mid-sentence?

@ConnieDieken: #blc Rambling has become a nearly unforgivable sin. We’ve become instant addicts and tune-out is rampant.

@ConnieDieken: #blc 3 simple but profound habits will solve the issue.: Connect, Convey, Convince. (TM) “Talk Less, Say More” offers many tips to apply

@AaronHoos @ConnieDieken #blc In your work as a leadership communication coach, what do you tell leaders? How important is communication to their work?

@ConnieDieken: #blc Communication is the single greatest challenge in business today. It takes just 3 habits to conquer it: Connect, Convey, Convince. (TM)

@ConnieDieken: #blc Apply these habits and you’ll become the influential communicator that our impatient, distracted world demands.

@ConnieDieken: #blc My blog is full of real-world examples of influential people hits and misses. Here’s a link: http://www.stayonpoint.com/blog/

@AaronHoos @ConnieDieken #blc We’ll be sure to check out your blog! Can you elaborate: How can leaders become more influential communicators?

@ConnieDieken: #blc First, CONNECT by giving people what they want and value. Not what you want and value. It’s critical to “Stay in Their Moment”

@ConnieDieken: #blc 2nd Habit: CONVEY using portion control to get your points across with clarity, not confusion. If you confuse, you lose…

@ConnieDieken: #blc…I share many tips on how to convey successfully in my book: The Eyes Trump the Ears, Talk in Triplets, Telling Stories, for example

@ConnieDieken: #blc Habit #3: CONVINCE. This means creating commitment to influence a specific action or decision. You can’t be generic and it’s not a ….

@ConnieDieken: #blc ..genetic gift like singing. My book shares many strategies & tips: Sound Decisive, Transfer Ownership, Adjust Your Energy .

@AaronHoos @ConnieDieken #blc Sounds compelling! I love your “portion control” idea. And giving people value is huge! Thanks!

@ConnieDieken: #blc Lots of “Talk Less ” freebies at TalkLessBook.com You can download a free chapter, watch a video or get a free iPhone app.

@AaronHoos @ConnieDieken #blc Some of our audience lead organizations of many, while others are sole proprietors. How is it different for them?

@ConnieDieken: #blc Influence is critical to us all. Whether it’s influencing a team, your clients, your spouse or your kids…

@ConnieDieken: #blc It’s time to STOP informing and START influencing. People can get the info they need on the web. They need you to…

@ConnieDieken: #blc Be a color commentator instead of a play-by-play announcer. People need you to tell them what you make of things..

@AaronHoos @ConnieDieken #blc That is a great analogy: color commentator vs. play-by-play announcer. I like it!

@AaronHoos @ConnieDieken #blc We’re quickly running out of time! Last question: What communication best practices can you recommend?

@ConnieDieken: #blc Be aware of the real, live people around you – don’t shut them out in favor of electronic contact. Use both.

@ConnieDieken: #blc Influential communication is all about getting a response. Connect, Convey, Convince. (TM) Don’t bury the lead. Meet people needs.

@ConnieDieken: #blc Get a free iPhone app with hundreds of communication tips at your fingertips: TalkLessBook.com

@ConnieDieken: #blc Thanks for having me at Business Lunch Club today, Aaron. Go out and influence your world, everyone!

@AaronHoos @ConnieDieken #blc On behalf of #BusinessLunchClub: Thank you so much for your valuable insights! It was a pleasure hearing from you!