Researchers analyzed 62 studies on work email and found that responding to messages outside work hours can lower productivity and reduce happiness. They recommend picking a specific time of day to turn off email and avoiding checks outside of work.
Responding to Work Emails Should Be Scheduled
The researchers conducted a comprehensive analysis of 62 separate studies on work email and identified four key strategies. They selected these strategies from a list of 13 only if the strategies improved people’s well-being, such as work-life balance, and boosted productivity at work.
The first strategy is to set boundaries: designate times when you won’t check email, stick to those times, and communicate them to others. Office workers should also turn off email notifications. Prioritize important messages instead of answering every minor one as soon as it arrives.
Email Etiquette Matters
Be polite in emails. Avoid copying someone’s boss in a passive-aggressive way when there’s no immediate response, and keep messages brief and to the point. Keep work emails focused on work so colleagues don’t get sidetracked and messages stay effective.
Lead author and organizational psychology expert Dr. Emma Russell says email etiquette still isn’t as established as conversational rules, but learning a few courtesies matters. She recommends taking a daily break from email and not expecting immediate responses.
However, the researchers don’t endorse France’s law banning work emails outside working hours. That approach doesn’t suit everyone — for example, parents who need time to take kids to school and find it easier to catch up on work in the evening.
The Right Approach to Details Leads to Better Overall Productivity
The researchers emphasize setting boundaries. For example, include hours when you won’t respond to email in your signature or use an automatic reply during times when you are unavailable. These steps help people manage their workload and feel more in control.
Some may think answering emails between midnight and 6 a.m. makes them more productive, but the studies included in the analysis suggest the opposite, according to the Daily Mail.
The researchers suggest teams use a shared inbox so emails are covered by the whole group, allowing individuals to take time away. They also recommend setting limits, such as checking email only every 45 minutes while focused on a task. At the same time, process the inbox rather than ignore it — delete what you can and file the rest — to reduce stress and improve work efficiency.
