Dear EFAP: Email backlog

Thank you to those who have written to “dear efap” for input on your dilemmas. As you are aware, we read every inquiry that comes in but we are only able to print a small selection of responses.  Our “pithy” answers are modeled after the lighter hearted Dear Abby style and are grounded in common sense. If your issues require a more personalized level of support please call EFAP (1-800-505-4929) and we can confidentially book you a counselling appointment with a senior level therapist.

We welcome all inquiries – please submit these to dear.efap@efap.ca. All printed responses use the anonymous descriptor that you sign your inquiry with and do not reveal any identifying information. Our goal is to support you through insight and common sense.

Below is our response to the next selection – enjoy!

I’m in a management position and just got back from holidays. I’m finding that I can’t seem to find the time to respond to my direct reports – there is just too much email for me to get through in a timely manner. I’m completely swamped, my inbox is inundated with unanswered email and it just keeps coming in. I can’t stop the influx, and I can’t get to the back log. Any ideas of what to do?

~ Post-Traumatic Vacation Back Log

Dear Post-Traumatic Vacation Back Log,

I get it. The pain from post-traumatic vacation back log can be palpable! The first thing is to breathe – take a big deep breath in through your nose and slowly exhale through your mouth.  Repeat this four or five times; it will help calm your nerves and slow down your heart rate. You will get through all the emails; it will just take some time. One thing I find very helpful when I find myself in the same situation is to be transparent – try sending out an e-mail to your team letting them know that you’re experiencing a bit of a back log and will get to them as soon as you are able. In the note, indicate that if anyone has a really urgent matter to discuss with you then they should call you, otherwise you will respond to them as soon as possible. As for the new, incoming emails, you may want to consider turning your “Out of Office” response on, and adjust it to state that you’re back from holidays and just getting caught up. Employing these systems will bide you some time and give you a chance to catch up.

We often take very good care of preparing for our holidays, but we do not take the same care in preparing for our return from holidays. And so, perhaps for your next vacation you may want to consider that. I might suggest booking some administrative “preparation for vacation” time in your calendar to get all of your ducks in a row before you go. Scheduling time to do this, rather than trying to squish it in on the side of an overbooked schedule, can really help. Then when you return, follow the same logic. Try booking some administrative “post-vacation” time into your calendar that allows for you to catch up. If you have gone on a lengthy holiday, you might even want to consider using your “Out of Office” to indicate that you’re back from holidays one business day later that you actually are, this will allow you to dedicate a full day to your mountain of emails and attend to any fires that may need to be put out. No one wants to return from holidays only to be met that a daunting pile of work, but if you anticipate and plan for it, it can really help. Good luck, and welcome back!

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The advice offered in this column is meant to be used as general guidance based on the facts provided. The opinions or views expressed should not be relied on as treatment or counselling services. If you are a VCH staff member and find yourself in need of counselling or support, please contact EFAP toll free at 1-800-505-4929 or 604-872-4929, your family doctor, or another appropriately trained and qualified specialist.