Do you ever feel overwhelmed by e-mail? Have you ever spent more of your day searching through your e-mail than managing your projects? 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.
Use the Cc (carbon copy) line only when the subject impacts the recipient’s work. Although it may look much easier to send a message 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 hide large distribution lists or disguise the names of select recipients. All recipients can reply to a note but replies will not be received by anyone inside the gmail tools which reduces the volume of e-mail they get.
Help others prioritize how you can act on your e-mail by such as a clear, specific subject line and repeating important subject information within the body in the message. Define your expectations within the body of the message. Do you want your recipients to act, respond, read, or is the e-mail FYI only?
Include just one single topic per message. If that isn’t possible, then describe and number multiple topics as with 5 items to add to the Wednesday meeting agenda. When you type the addresses for your message, check who is getting your e-mail. Many programs attempt to auto-fill an e-mail address which might not be your intended recipient.
Be mindful with your tone and language. As with every other communication, match the message to your audience. Unless the reader understands your dry sense of humor, as an example, they might be confused or offended as opposed to amused. It might be tempting to utilize acronyms on earth from the Blackberry and IM (instant messaging), only use extremely common abbreviations, like FYI or ASAP, except if you are absolutely sure that the patient receiving your e-mail knows what they mean. Clearly identify you to ultimately strangers in your message as well as in the message signature.
Format Readable E-Mail Messages
Reach the point. Shorten paragraphs to a maximum of five or six lines to reduce reading. Limit e-mail text to a single printed page. For those who have more text, reduce the message or consider attaching anything document. Delete previous responses which are no longer relevant to the current exchange. Use fonts between 10 and 12 points in proportions aside from headlines and judge a font style that is certainly easily readable. 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. If you send a few basic messages over and over again, like a reply to your request product information, consider saving those responses as signatures which can be inserted into e-mail so you urbnfx not need to retype them. For most of messages, create a default signature that includes your complete name, position or title, phone, website, as well as other contact information.
A few of the top methods to cut the amount of e-mail you obtain is always to manage the quantity of messages that you send, reduce unnecessary follow-up replies, and determine when person-to-person communication is a better option. Read all replies over a 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 staff from sending, “chime-in” messages which can be simply unimportant responses such as “Thanks” and “You’re welcome.” Tend not to respond to junk mail. Avoid Reply to All unless all recipients need to see your response. Or you are leading to their e-mail litter.