Do you ever feel overwhelmed by e-mail? Have you ever spent more of your day searching through your e-mail than managing your job? 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 effective 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 look simpler to send a message to everyone in a department or your organization, first consider, “Who needs to know? Why?” A lot of 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 to disguise the names of select recipients. All recipients can react to information but replies is definitely not received by anyone in the cloudHQ which reduces the amount of e-mail they get.
Help others prioritize the best way to act on your e-mail by including a clear, specific subject line and repeating important subject information in the body in the message. Define your expectations in the body in the message. Do you want your recipients to do something, respond, read, or possibly is the e-mail FYI only?
Include only one topic per message. In the event that isn’t possible, then describe and number multiple topics as with 5 items to include in the Wednesday meeting agenda. Whenever you type the addresses for your message, check who may be getting the e-mail. Many programs make an effort to auto-fill an e-mail address which will not be your intended recipient.
Be cautious with your tone and language. As with any other communication, match your message in your audience. Unless the reader understands your dry humorousness, for example, they could be confused or offended as opposed to amused. It might 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 confident that the patient receiving your e-mail knows whatever they mean. Clearly identify you to ultimately strangers inside your message and in the content signature.
Format Readable E-Mail Messages
Get to the point. Shorten paragraphs to a maximum of five or six lines to lessen reading. Limit e-mail text to a single printed page. If you have more text, decrease the message or consider attaching anything document. Delete previous responses which can be no more relevant to the present exchange. Use fonts between 10 and 12 points in dimensions aside from headlines and choose a font style that 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 one final time for clarity and grammar before clicking Send. In the event you send several basic messages repeatedly, like a reply to your request 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, create a default signature that also includes your full name, position or title, phone, website, as well as other contact information.
A number of the top ways to cut the amount of e-mail you receive would be to manage the quantity of messages that you simply send, reduce unnecessary follow-up replies, and determine when person-to-person communication is actually a better choice. Read all replies on the topic before answering the initial message. Resist getting associated with e-mail threads which do not impact your objectives.
Usually do not send, and discourage your staff from sending, “chime-in” messages which are simply unimportant responses such as “Thanks” and “You’re welcome.” Do not react to junk mail. Avoid Reply to All unless all recipients need to view your response. Otherwise you are contributing to their e-mail litter.