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? 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 far better e-mail messages and reducing the volume of e-mail.
Utilize the Cc (carbon copy) line only if this issue impacts the recipient’s work. Although it might appear easier to send a message to everyone in a department or maybe your organization, first consider, “Who has to know? Why?” Most people who obtain a carbon copy assume there is something they are supposed to do. Use Bcc (blind carbon copy) to hide large distribution lists or disguise the names of select recipients. All recipients can reply to information but replies will not be received by anyone within the gmail HTML which reduces the quantity of e-mail they get.
Help others prioritize how you can act on the e-mail by such as a clear, specific subject line and repeating important subject information in your body from the message. Define your expectations in the body from the message. Do you want your recipients to do something, respond, read, or 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 like 5 items to add to the Wednesday meeting agenda. Once you type the addresses for your message, check that is getting the e-mail. Many programs make an effort to auto-fill an e-mail address which may not be your intended recipient.
Be careful together with your tone and language. Just like any other communication, match the content for your audience. Unless the reader understands your dry sense of humor, for example, they might be confused or offended as opposed to amused. It may be tempting to utilize acronyms on earth in the Blackberry and IM (instant messaging), only use extremely common abbreviations, like FYI or ASAP, unless you are absolutely certain that the person receiving your e-mail knows the things they mean. Clearly identify yourself to strangers within your message and in the message signature.
Format Readable E-Mail Messages
Get to the point. Shorten paragraphs to not more than five or six lines to reduce reading. Limit e-mail text to your single printed page. In case you have more text, lessen the message or consider attaching a Word document. Delete previous responses which can be no more relevant to the present 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 regions 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 over and over again, like a reply to a ask for product information, consider saving those responses as signatures which can be inserted into e-mail so you urbnfx not need to retype them. For a majority of messages, develop a default signature that also includes your full name, position or title, phone, website, along with other contact information.
Some of the top approaches to cut the volume of e-mail you obtain is always to manage the quantity 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 on a topic before addressing the initial message. Resist getting associated with e-mail threads that do not impact your objectives.
Tend not to send, and discourage your employees from sending, “chime-in” messages which are simply unimportant responses including “Thank you” and “You’re welcome.” Tend not to respond to junk mail. Avoid Reply to any or all unless all recipients need to see your response. Otherwise you are leading to their e-mail litter.