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How to Improve Outlook Productivity

What eats your productivity?What is it that eats up your productivity?

The basic function of a PC is to save time and energy. That’s why we use Google™ to quickly find information we are looking for, we use a spam filter to keep out the time killing and often dangerous emails, and companies limit the ability of their employees to access social networks during the workday.

These all are huge timesavers in the modern age, and an essential part of any computer. The other thing is email. I’m not talking about spam emails, which are universally detested, but the everyday email. The flood of unread email in your inbox in the morning that you have to spend time searching through for important information and then spend more time deleting or filing each in the hopes that you’ll be able to find it later.

There are many people that can handle this seemingly mundane task easily, but at what cost? How much time does it take an employee to sort and file their emails, and more importantly, how much time is wasted in the search for those emails later? I’ve been looking into the question and the answers are somewhat evasive, but I’ll give it a try.

From a recent survey from

“Users also spend an average of 2-1/2 hours per week trying to find the documents they need in multiple local, corporate and cloud repositories. That adds up to 16 work days annually, costing businesses $3,900 per $30/hour employee per year to subsidize inefficient document management. The problem is exacerbated by the use of email attachments instead of posting documents to a central repository where they can be easily located. The survey found that: 

The user’s email inbox is the #1 location searched, with 76% of respondents reporting email as the first place they look. Other locations include the desktop (69%), file server (52%), shared workspace (34%), portable storage device (18%) and/or cloud storage (9%).

The average user emails two or more documents per day to an average of five people for review, increasing email-based document volume by up to 50 documents per week. The fact that these attachments are stored on multiple local computers complicates the challenge of finding the latest document versions as well as merging feedback from multiple reviewers.”  

That seems like a lot of wasted time, and when you think about the basic functions that a PC needs to function, i.e. spam filter, virus scanner and internet access, the other important tool should be an email search tool such as Lookeen™. (Full disclosure: I work for Axonic, which owns Lookeen) Lookeen is the Google™ of the inbox. Simple searches for keywords, date, addresses or attachment name can be executed company –wide. That’s a great thing and a huge timesaver. It gives employees the ability to work instead of searching endlessly through filed emails, which hopefully landed in the right file the first time it was filed. It gives the company the ability to make sure that their employees are always working with the most up-to-date data.

In the modern age of computing, we should be using the most modern tools. Update your spam filters, virus scanner and get an email search tool, because time wasted is wasted time.

– Eric Ebert, writer for Lookeen

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