Email overload is an issue for a growing number of knowledge workers. For many, the challenge may simply be to develop habits and techniques that allow us to communicate a little more effectively in a little less time, with a bit less stress. In some cases, however, the crushing weight of email, phone mail and other constant demands may lead to a kind of neurological breakdown.

Dr. Edward M. Hallowell, a psychiatrist and expert on attention deficit disorder, says that a dizzying volume of email and other stimulation is giving rise to a disabling condition that is widespread in many organizations. “Attention deficit trait,” or “ADT,” is what Hallowell calls the form of brain overload that is causing millions of office workers to feel frenzied, distracted, disorganized and impatient.

While it has symptoms like those of its “cousin” adult ADD, ADT cannot be treated by medicine, Hallowell says. It must be controlled by re-engineering our work environments, at the same time we care for our general emotional and physical health. And organizing the way we handle email can be an important part of restructuring our daily habits to prevent debilitating overload.

There is no expert consensus on the “best” ways to handle email, but here are suggestions to consider as you look at your own email practices and explore ways to become more productive:

• Set your priorities. Email can eat up your time, deflecting you from your most critical tasks before you know where the day has gone. A first step in your battle of resistance may be to start each morning by focusing on the top priorities for the day. You may want to briefly list the day’s primary goals on your calendar or on a card prominently placed on your desk. If you tend to procrastinate, don’t turn to your email until you have accomplished at least one important task.
  
  
• Process your email in batches. Don’t allow yourself to be interrupted every time a new message arrives. Schedule blocks of time when you are committed to focus only on your high priority tasks, and turn to email only at designated times throughout the day.
  
  
• Know your own clock. Each of us has times of day when we are most likely to be alert, and other times when our energy flags. Observe your own biological clock and do your most important jobs when you’re likely to be at your best. Process your routine email during the other times.
  
  
• Use the tools. If you’re reluctant to be away from email because you don’t want to miss an urgent message, use the tools that will allow you to focus only on certain types of messages. For example, if you’re awaiting a message from your boss, your software may allow you to sound a chime and post an alert when a message arrives from that address. You may be able to color code categories of incoming emails, like red for your boss and green for your customers.
  
  
• Talk face-to-face. Conditions like ADT occur more frequently when people work in physical isolation. Avoid falling into the habit of communicating by email when actual conversation might be more effective. If you work alone, from time to time get up from your desk and find ways to connect with other people.
  
  
• Get another address. If your job requires handling masses of emails, consider using multiple addresses for various categories of mail. This approach is particularly effective if you have an assistant or colleagues who can assist in processing those additional in-boxes. Consider have some emails printed out then direct the response by jotting brief notes at the top.
  
  
• Avoid firestorms. Don’t use email to convey sensitive, controversial or emotionally intense information. If you’re feeling angry, delay drafting that message.
  
  
• Negotiate email protocols. You can get rid of email clutter and communicate more efficiently by working out standard practices with your colleagues and other frequent email partners. Here are rules you might want to implement:
  
  • Use the subject line for the whole message so that the body needn’t be opened for brief notes.
    
  • Use bullet points or numbered paragraphs to make it easy for readers to quickly skim messages.
    
  • Be brief, where possible fitting messages into one screen.
    
  • Lead with the action request, so that readers will know in the first few seconds whether they are being called upon to give you a call or send a report.
    
  • Categorize messages, with phrases like “fyi,” “urgent,” or “no response needed,” using abbreviations where possible.
    
  • Limit cc’s. Before you send a copy ask yourself if it would be worth sending if you actually had to print it out, put it in an envelope, stamp it and mail it.
  
  
• Turn it off. Taking breaks, days off and vacations is critical to staying healthy and productive. Part of operating at a peak performance level is learning how to regularly disengage. Sometimes you just have to set your automatic response, and get away from your desk, and even your Blackberry.