Shave Your Circulation Lists

You can cut overhead and accelerate the dissemination of useful information by taking one simple step: Reduce the number of people who receive your information.
Many companies are reporting that nearly 70% of all internal reports and information finds its way to those who give it little or no attention.
When asked about their paper or email inboxes, most managers and supervisors say they rarely, if ever, pay attention to many items. Most, they say, are received as a matter of courtesy or, “just in case you want to know.” And, a substantial number of reports are simply “bragging memos” or project updates from other groups.
There are solid tests for a report or information distribution: Is it needed? Is it used regularly?
Everyone loses when circulation lists become bloated:
▪ Time is spent reading and considering the information.
▪ Actions may be taken in response to any “just in case” scenario that may arise.
▪ Resources such as time, oversight, and budget may be diverted from a more pressing priority.
▪ Senders of the information may develop a negative reputation of “crying wolf” or “spamming.”
Overcome the inertia of a well-seasoned circulation list. Cut your list. Once every three months send a cover letter with your information. Ask the recipients:
▪ Do you need this information?
▪ Why do you need this information?
You may be surprised at the response. Certainly, remove those who have no use for your information. Then, carefully rethink your reports and information. Perhaps you may need to upgrade their value. Or, perhaps there may be no harm if they are eliminated.
In any case, you can’t lose.
   — Joel Stock
   — [056071]