Do you ever feel overwhelmed by e-mail? Have you ever wasted more of your day searching through your e-mail than managing your work? Are you searching for ways to spend less time creating, managing and answering messages? Find out how to overcome e-mail overload and be more productive by writing far better e-mail messages and decreasing the volume of e-mail.
Utilize the Cc (carbon copy) line only once the subject impacts the recipient’s work. Although it may seem easier to send information to everyone in a department or maybe your organization, first consider, “Who needs to know? Why?” Most people who obtain a carbon copy assume there is something they are meant to do. Use Bcc (blind carbon copy) to conceal large distribution lists or disguise the names of select recipients. All recipients can respond to a note but replies will not be received by anyone within the html tools for Gmail which reduces the volume of e-mail they get.
Help others prioritize the best way to act on your e-mail by together with a clear, specific subject line and repeating important subject information within the body of the message. Define your expectations in your body in the message. Would you like your recipients to behave, respond, read, or perhaps is the e-mail FYI only?
Include just one topic per message. In the event that 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 who may be having your e-mail. Many programs attempt to auto-fill an e-mail address which will not be your intended recipient.
Be mindful together with your tone and language. As with every other communication, match the message in your audience. Unless your reader understands your dry humorousness, for example, they could be confused or offended as opposed to amused. It may be tempting to utilize acronyms in the world in the Blackberry and IM (instant messaging), but only use extremely common abbreviations, like FYI or ASAP, except if you are absolutely confident that the individual receiving your e-mail knows the things they mean. Clearly identify yourself to strangers in your message and in the content signature.
Format Readable E-Mail Messages
Arrive at the point. Shorten paragraphs to not more than five or six lines to minimize reading. Limit e-mail text to a single printed page. If you have more text, reduce the message or consider attaching a Word document. Delete previous responses which can be will no longer relevant to the current exchange. Use fonts between 10 and 12 points in size with the exception of headlines and judge a font style which 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 a final time for clarity and grammar before clicking Send. In the event you send a couple of basic messages repeatedly, like a reply to some request for product information, consider saving those responses as signatures that can be inserted into e-mail so that you urbnfx not have to retype them. For most messages, develop a default signature which includes your complete name, position or title, phone, website, and other contact information.
A few of the top ways to cut the amount of e-mail you obtain would be to manage the amount of messages which you send, reduce unnecessary follow-up replies, and determine when person-to-person communication is really a better option. Read all replies over a topic before responding to the original message. Resist getting involved with e-mail threads which do not impact your objectives.
Usually do not send, and discourage your employees from sending, “chime-in” messages which are simply unimportant responses such as “Thanks a lot” and “You’re welcome.” Tend not to respond to junk mail. Avoid Reply to All unless all recipients need to see your response. Or else you are adding to their e-mail litter.