I'm one of the growing office workers who can't stand being copied on emails that don't pertain to me. It's fine if it's an FYI to something that might affect my work at some point. But there are people in the office who copy so many people on messages to make them aware -- but then also don't explain why we're being added, so it's always unclear if something is expected of us or what the real reason is. I'm tempted to write back something like "Why am I getting this?" but it might come across dickish. Do I just ignore them or say something to prevent more clogging of my inbox?
Ugh. Endless email streams! They're almost as bad as group text chats that make you go, "Why am I on this?"
As someone who spends a significant portion of my day navigating digital communications (thankfully we're not bombarded with internal emails all day), I can tell you that you are not alone in this struggle. This isn't just about a cluttered inbox; it's about wasted time, diluted focus and the general mental fatigue of sifting through irrelevant information.
You're right to be concerned about sounding dickish by hitting reply with a blunt "Why am I getting this?" While the sentiment is entirely justified, a confrontational tone can backfire, creating tension rather than solving the problem.
For those one-off emails where you're truly bewildered, I recommend a polite, targeted reply. Instead of hitting "reply all," consider replying only to the sender. A phrase I find incredibly useful is: "Thanks for sending this! Just to clarify, what's my role or the intended action item for me on this particular thread?" This is direct, yet non-accusatory. It puts the onus on the sender to explain their intent, and often, they'll either clarify or realize they didn't need to include you at all. (Keep in mind anything in writing can be misinterpreted so be aware there could be a defensive reply.)
If there's a repeat offender, I believe a brief, face-to-face conversation (or a quick call) is far more effective than an email exchange. You could approach them with something like: "I just want to make sure I'm not missing anything crucial, and also see if there's a way we can streamline communication. My goal is to ensure I'm always looped in when my direct input or action is truly needed but potentially reduce emails that are just FYI, so I can focus on my tasks more efficiently." This frames it as a collaborative effort to improve overall efficiency, not a personal complaint.
Ignoring them might reduce the immediate frustration but it doesn't solve the root problem. By taking a proactive, yet diplomatic, approach, you can significantly reduce the clutter, regain valuable time and foster a more intentional and efficient communication environment for yourself and your team.
You need an inbox that serves you, not drains you!