Email Users Should Avoid Abusing "Reply-to-All", Distribution Lists, Attachment Size Limits, and Other Email System Features.
Waltham, MA (PRWEB) May 19, 2008 -- Eighty percent of corporate email usage problems are caused by just one percent of the email senders, according to a report recently released by Permessa Corporation, a leader in email management. The report, entitled "6 Best Practices That Reduce Email Overload and Costs," states that these problems can lead to information overload, lost productivity and wasteful messaging costs.
A small number of users tend to abuse the "Reply-to-All" button, distribution lists, attachment size limits, and other email system features. Yet, the abuse by a small number of users can overwhelm email systems.
For example, in one widely reported incident during October 2007, a subscriber to the U.S. Department of Homeland Security's "Open Source Intelligence Report" accidentally hit Reply-to-All. By the end of the day, more than 2.2-million email responses slowed email processing and filled mailboxes. In addition, once private email addresses, phone numbers and titles of military personnel and government workers were revealed to the entire list.
Message size limits also come under scrutiny. It is typical for a company to create an email policy that limits email attachments so that a message will not exceed 10MB. But, based on 15 years of working with large enterprises, Permessa concludes that these limits are not effective. Messages over 10MB account for just 7.6% of the total volume, according to the study. Blocking them may yield minimal resource savings. Yet, messages that are 1-5MB in size account for 59.6% of total email volume.
Permessa's analysis of messages sent at large enterprises shows that the most significant burden comes when a medium sized message is sent to a list of recipients or bounces back and forth during a conversation involving multiple people. This volume can be caused by sending a normal file to a distribution list or a reply-to-all. Avoiding the problem can be accomplished easily just by using a team collaboration software tool, such as IBM Lotus Quickr or Microsoft Office SharePoint.
"Companies can easily solve the problems by adopting six best practices used by some of the world's leading companies," said Stefan Mehlhorn, Permessa's chief executive officer. "Certain things like adopting smart message size limits to handle conversations to groups and preventing mailing group abuse can have immediate savings and reduce information overload while improving compliance."
The report is available from Permessa at no charge.