Do you ever feel overwhelmed by e-mail? Have you ever wasted more of your day wading through your e-mail than managing your projects? Are you looking 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 when the topic impacts the recipient’s work. Although it may look much easier to send a note to everyone in a department or maybe your organization, first ask yourself, “Who needs to know? Why?” A lot of people who get yourself a carbon copy assume there is something they are supposed to do. Use Bcc (blind carbon copy) to cover large distribution lists or disguise the names of select recipients. All recipients can respond to a message but replies will never be received by anyone inside the html tools for Gmail which reduces the amount of e-mail they get.
Help others prioritize how to act on the e-mail by such as a clear, specific subject line and repeating important subject information in your body of the message. Define your expectations within the body in the message. Do you need your recipients to behave, respond, read, or perhaps is the e-mail FYI only?
Include just one single topic per message. If this isn’t possible, then describe and number multiple topics as with 5 items to add to the Wednesday meeting agenda. Once 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 will not be your intended recipient.
Be cautious together with your tone and language. As with every other communication, match the content for your audience. Unless your reader understands your dry spontaneity, for example, they may be confused or offended as opposed to amused. It might be tempting to make use of acronyms on the planet from 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 whatever they mean. Clearly identify yourself to strangers within your message and then in your message 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 your single printed page. If you have more text, reduce 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 except for headlines and select a font style which is easily 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 last time for clarity and grammar before clicking Send. If you send a few basic messages again and again, for instance a reply to a ask for product information, consider saving those responses as signatures which can be inserted into e-mail so that you urbnfx not need to retype them. For most of messages, produce a default signature that also includes your full name, position or title, phone, website, as well as other contact information.
A few of the top ways to cut the amount of e-mail you get is 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 over a topic before answering the original message. Resist getting associated with e-mail threads which do not impact your objectives.
Usually do not send, and discourage your employees from sending, “chime-in” messages which can be simply unimportant responses such as “Thank you” and “You’re welcome.” Do not reply to junk mail. Avoid Reply for all unless all recipients need to see your response. Or else you are contributing to their e-mail litter.