Do you ever feel overwhelmed by e-mail? Have you ever spent more of your day searching through your e-mail than managing your work? Do you need 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 if this issue impacts the recipient’s work. Although it might appear easier to send a note to everyone in a department or perhaps your organization, first consider, “Who must know? Why?” Many people who get a carbon copy assume there exists something they are meant to do. Use Bcc (blind carbon copy) to conceal large distribution lists or even to disguise the names of select recipients. All recipients can react to information but replies will never be received by anyone within the gmail tools which reduces the quantity of e-mail they get.
Help others prioritize the best way to act on the e-mail by such as a clear, specific subject line and repeating important subject information in the body of the message. Define your expectations in the body in the message. Would you like your recipients to do something, respond, read, or perhaps is the e-mail FYI only?
Include only one topic per message. If that isn’t possible, then describe and number multiple topics like 5 items to increase the Wednesday meeting agenda. Once you type the addresses to your message, check who is getting your e-mail. Many programs make an effort to auto-fill an e-mail address which will not be your intended recipient.
Be mindful along with your tone and language. As with any other communication, match the content to your audience. Unless your reader understands your dry spontaneity, for instance, they might be confused or offended instead of amused. It could be tempting to use acronyms in the world from the Blackberry and IM (instant messaging), but only use extremely common abbreviations, like FYI or ASAP, except if you are absolutely certain that the individual receiving your e-mail knows the things they mean. Clearly identify you to ultimately strangers in your message as well as in the content signature.
Format Readable E-Mail Messages
Get to the point. Shorten paragraphs to no more than five or six lines to reduce reading. Limit e-mail text to some single printed page. For those who have more text, reduce the message or consider attaching a Word document. Delete previous responses which are will no longer relevant to the present exchange. Use fonts between 10 and 12 points in size with the exception of headlines and select 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 a final time for clarity and grammar before clicking Send. Should you send a few basic messages again and again, like a reply to some request for product information, consider saving those responses as signatures that can be inserted into e-mail so you urbnfx not have to retype them. For most messages, create a default signature which includes your full name, position or title, phone, website, as well as other contact info.
A few of the top approaches to cut the quantity of e-mail you receive is always to manage the quantity of messages which you send, reduce unnecessary follow-up replies, and find out when person-to-person communication is really a better option. Read all replies on the topic before answering the first message. Resist getting included in 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 “Thank you” and “You’re welcome.” Do not respond to junk mail. Avoid Reply to any or all unless all recipients need to view your response. Or else you are contributing to their e-mail litter.