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 approaches 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 reducing the volume of e-mail.
Use the Cc (carbon copy) line only if the topic impacts the recipient’s work. Although it may seem easier to send information to everyone in a department or perhaps your organization, first ask yourself, “Who must know? Why?” Most people who get a carbon copy assume there is certainly something they are supposed to do. Use Bcc (blind carbon copy) to hide large distribution lists or to disguise the names of select recipients. All recipients can react to a message but replies will not be received by anyone within the gmail tools which reduces the volume of e-mail they get.
Help others prioritize the best way to act on your own e-mail by together with a clear, specific subject line and repeating important subject information in the body of the message. Define your expectations within the body of the message. Do you need your recipients to behave, respond, read, or perhaps 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. When you type the addresses for the message, check who may be getting the e-mail. Many programs try to auto-fill an e-mail address which might not be your intended recipient.
Be mindful together with your tone and language. Just like any other communication, match the message in your audience. Unless your reader understands your dry spontaneity, for instance, they could be confused or offended rather than amused. It could be tempting to make use of acronyms on the planet of the Blackberry and IM (instant messaging), only use extremely common abbreviations, including FYI or ASAP, until you are absolutely confident that the person receiving your e-mail knows the things they mean. Clearly identify yourself to strangers in your message as well as in the content signature.
Format Readable E-Mail Messages
Reach the point. Shorten paragraphs to a maximum of five or six lines to minimize reading. Limit e-mail text to some single printed page. For those who have more text, decrease the message or consider attaching a Word document. Delete previous responses that are will no longer relevant to the present exchange. Use fonts between 10 and 12 points in dimensions with the exception of headlines and choose a font style which is readable. 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 few basic messages over and over again, for instance a reply to your request 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 that includes your full name, position or title, phone, website, as well as other contact info.
A number of the top methods to cut the quantity of e-mail you receive is always to manage the amount of messages which you send, reduce unnecessary follow-up replies, and find out when person-to-person communication is actually a better option. Read all replies on the topic before responding to the initial message. Resist getting involved with e-mail threads which do not impact your objectives.
Tend not to send, and discourage your employees from sending, “chime-in” messages that are simply unimportant responses such as “Thanks” and “You’re welcome.” Tend not to respond to junk mail. Avoid Reply for all unless all recipients need to view your response. Or else you are leading to their e-mail litter.