Do you ever feel overwhelmed by e-mail? Have you ever wasted more of your day searching through your e-mail than managing your projects? Are you searching for methods to spend less time creating, managing and answering messages? Learn how to overcome e-mail overload and be more productive by writing more efficient e-mail messages and lowering the volume of e-mail.
Make use of the Cc (carbon copy) line only when the topic impacts the recipient’s work. Although it might appear easier to send a message to everyone in a department or your organization, first consider, “Who must know? Why?” Most people who obtain a carbon copy assume there is certainly something they are meant to do. Use Bcc (blind carbon copy) to cover large distribution lists or even to disguise the names of select recipients. All recipients can respond to a note but replies is definitely not received by anyone within the gmail HTML which reduces the quantity of e-mail they get.
Help others prioritize how to act on your e-mail by including a clear, specific subject line and repeating important subject information in the body of the message. Define your expectations within the body from the message. Would you like your recipients to act, respond, read, or is the e-mail FYI only?
Include only one topic per message. If this isn’t possible, then describe and number multiple topics as in 5 items to add to the Wednesday meeting agenda. Whenever you type the addresses for the message, check that is getting the e-mail. Many programs attempt to auto-fill an e-mail address which will not be your intended recipient.
Be mindful along with your tone and language. As with every other communication, match your message for your audience. Unless the reader understands your dry spontaneity, for instance, they could be confused or offended instead of amused. It could be tempting to use acronyms on the planet in the Blackberry and IM (instant messaging), but only use extremely common abbreviations, like FYI or ASAP, until you are absolutely confident that the patient receiving your e-mail knows the things they mean. Clearly identify yourself to strangers within your message as well as in the message signature.
Format Readable E-Mail Messages
Arrive at the point. Shorten paragraphs to not more than five or six lines to lessen reading. Limit e-mail text to your single printed page. For those who have more text, lessen the message or consider attaching anything document. Delete previous responses which are no more relevant to the present exchange. Use fonts between 10 and 12 points in size except for headlines and judge a font style that is easy to read. Apply colors sparingly.
Add blank lines and white space to separate paragraphs and parts of detail. Run the spelling checker and re-read messages one final time for clarity and grammar before clicking Send. If you send several basic messages over and over again, for instance a reply to a request product information, consider saving those responses as signatures which can be inserted into e-mail so that you will urbnfx not need to retype them. For most messages, develop a default signature that also includes your full name, position or title, phone, website, and other contact information.
Some of the top approaches to cut the amount of e-mail you obtain is always to manage the quantity of messages that you send, reduce unnecessary follow-up replies, and figure out when person-to-person communication is really a better choice. Read all replies on the topic before addressing the initial message. Resist getting included in e-mail threads that do not impact your objectives.
Do not send, and discourage your employees from sending, “chime-in” messages which can be simply unimportant responses like “Thanks a lot” and “You’re welcome.” Do not respond to junk mail. Avoid Reply to All unless all recipients need to see your response. Or you are contributing to their e-mail litter.