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Email Overload - Not At My Desk All Day

My problem is with communication. I'm an academic teaching at two different schools and working another job directing an educational program. I have three different workplaces and no office (except at home).

Between my different roles, I get a lot of email and a good deal of voicemail in a given week. During the workday, I'm often in the classroom, in transit, or in seclusion, trying to get papers graded (I teach writing). Because of this, I'm admittedly hard to reach.

I feel terrible for making people wait for my responses, and I worry that it causes my professional reputation to suffer, but unless I ignore my other duties, I just can't devote an hour or more each day to getting that inbox to empty. This is complicated by the fact that many things in my inbox are requests I might have to say no to. How do I respond to the 12th student this week to ask for a last-minute letter of recommendation when deep down, I know I don't have the time to do it?

The result is that my email has become an unhappy, guilt-ridden place to visit, reminding me of all the people who probably think I have some somehow failed them. Then, even when I do have time, I just don't want to go there...

Any suggestions?

yucca's picture

I can only second the...

I can only second the suggestion that you consider using multiple e-mail addresses. If you have a TA (or TAs), make sure that your students know to use an account that the TA(s) are responsible for clearing for you.

For each of your other e-mail accounts, have a rule that either auto responds with a well worded "if I am able to respond to your request, I will do so in XX days/hours" or scans for messages from people you want to repond to more quickly. In this latter case, the rule would either forward the messsage to a more frequently checked account of would tag it so it gets your attention.

Take every opportunity to calibrate the expectations of others to match what you can comfortably accomplish. In making this calculation, you may want to consider when you realistically can work with any of your e-mail accounts; and take asymetries in available time during the work week into account. For example, you may want to tell students (of the kind where you really must reply to e-mail) that you work on e-mail on certain days and not on others (or particular set times . . . again . . . depending on your situation).

There was a time when profs would post their available office hours for each of their classes. Students knew that individual (or even group) access outside those hours was just not something that they could reasonably expect. If this sounds appealing to you, you may want to consider setting up your own forum or chat channel, moderate their use along a more tradition model, and use either instead of e-mail.

 
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