Some people just love to horde years and years worth of email in a single in-box until it grows out of control. I have a client who has such a user. His email in-box is about 11Gb. Okay, this is impressive as Lotus Domino Server and the Lotus Notes client can handle this (but it does effect performance).
I was inspired to write this after reading a post on Eric Mack’s blog. He had noticed something with a users mailbox.
Anyway, I think that this raises some issues worth noting:
1. For legal reasons many emails if not all should be kept as they may need to be used in the future
2. A large in-box shows someone who is being bogged down and has not been able to understand the basics of knowledge management.
3. People like this are tying up information that may need to be made available to others in the organisation.
4. Have you ever heard of archiving?
To me information sitting in people’s in-box is information in the wrong place. That information needs to be dealt with by either acting on it or by making it available to others. In some cases it may be for private informational purposes only. With Lotus Notes information can be shared by sending it through to a group accessible mail files where the information can benefit the company as a whole. However, there are other Lotus products such as Lotus Quickr which give you the ability to manage correspondence in line with projects and a common place for related information.
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- Being able to capture text, sort it, and use it over and over again is a huge productivity boost
- To SaaS or not to SaaS? That is the question
- Lotus Notes developers needed in New Zealand – I need you to get in touch
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When the occasion demands, I show a slide entitled ‘about me as an e-mail user’ which basically draws the conclusion that I resent anyone who sends me an e-mail.
Mail box size is a major issue, particularly when there’s a quota involved – after a change in job I recently had to conceded I could no longer live with the 150 mb quota I’d had for over 10 years. But it wasn’t my fault – it’s other people that cause me the problem that I then have to deal with.