Where time goes
Whole team · hours of email a year
Where the time goes
Hours are estimated from each email read or written, then added up by area. 13% of the email the team sends goes out before 8, after 6 or on a weekend.
When the team writes
19,880 emails sent, by weekday and hour12a3a6a9a12p3p6p9pMonTueWedThuFriSatSun
FewerMoreBusiest: Friday 10 am, 519 emails
Who brings the work
21,522 emails received from people, by who wrote themClients · mostly operations, sales, collections6,466
Suppliers and trades · mostly purchasing, scheduling, finance5,844
Staff · mostly operations, scheduling, purchasing5,803
Others · mostly marketing, industry and peers, IT and systems2,269
The city and inspectors · mostly tax and compliance, scheduling1,140
Where the time goes
hours a yearOperations862 h
Purchasing411 h
Scheduling350 h
Sales200 h
Finance170 h
Tax and compliance156 h
Marketing108 h
Collections92 h
People and HR75 h
IT and systems67 h
Automated and bulk58 h
Facilities44 h
Customer service42 h
Payroll36 h
Legal33 h
4 smaller areas75 h
What the systems send
Notifications, platforms and calendar traffic, and the work hidden inside them01
The accounting system already knows which invoices are late.
97 hon invoice reminders52 hcould run on their own
Overdue notices arrive by email every morning, and Iris turns each one into a reminder by hand.
What could change. Let the overdue notice start the reminder, for Iris to approve.
02
Supplier newsletters are a fifth of the system mail.
1 in 5system emails is a newsletter
Promotions and catalogues from suppliers arrive in four mailboxes each. Nobody acts on most of them.
What could change. Send supplier marketing to one shared folder that Theo checks once a week.
03
Calendar invites and updates are the biggest single source of system mail.
27,372system emails a year
Each site visit change sends an update to everyone on the invite, and each acceptance comes back as an email.
What could change. Keep site visits on one shared calendar and turn off acceptance emails.