Do you ever feel overwhelmed by e-mail? Have you ever spent more of your day wading through your e-mail than managing your work? Do you need approaches to spend less time creating, managing and answering messages? Find out how to overcome e-mail overload and be more productive by writing more effective e-mail messages and reducing the volume of e-mail.
Use the Cc (carbon copy) line only when the topic impacts the recipient’s work. Although it may seem much easier to send a note to everyone in a department or maybe your organization, first consider, “Who must know? Why?” A lot of people who obtain a carbon copy assume there is certainly something they are meant to do. Use Bcc (blind carbon copy) to cover large distribution lists or disguise the names of select recipients. All recipients can react to information but replies will not be received by anyone within the html tools for Gmail which reduces the amount of e-mail they get.
Help others prioritize the best way to act on the e-mail by including a clear, specific subject line and repeating important subject information in the body of the message. Define your expectations within the body in the message. Do you want your recipients to act, respond, read, or 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 add to the Wednesday meeting agenda. Whenever you type the addresses for your message, check who may be having your e-mail. Many programs attempt to auto-fill an e-mail address which may not be your intended recipient.
Be careful together with your tone and language. As with every other communication, match your message for your audience. Unless your reader understands your dry humorousness, for instance, they could be confused or offended rather than amused. It might be tempting to make use of acronyms in the world from the Blackberry and IM (instant messaging), only use extremely common abbreviations, like FYI or ASAP, except if you are absolutely sure that the person receiving your e-mail knows what they mean. Clearly identify yourself to strangers inside your message and then in your message signature.
Format Readable E-Mail Messages
Get to the point. Shorten paragraphs to no more than five or six lines to reduce reading. Limit e-mail text to your single printed page. In case you have more text, decrease the message or consider attaching a Word document. Delete previous responses which can be no longer relevant to the present exchange. Use fonts between 10 and 12 points in proportions with the exception of headlines and select 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 one final time for clarity and grammar before clicking Send. In the event you send several basic messages again and again, such as a reply to some request for product information, consider saving those responses as signatures that can be inserted into e-mail so that you will urbnfx not need to retype them. For a majority of messages, produce a default signature which includes your complete name, position or title, phone, website, and other contact details.
Some of the top methods to cut the amount of e-mail you receive is always to manage the number of messages that you simply send, reduce unnecessary follow-up replies, and determine when person-to-person communication is a better option. Read all replies over a topic before answering the initial message. Resist getting included in e-mail threads that do not impact your objectives.
Do not send, and discourage your staff from sending, “chime-in” messages which can be simply unimportant responses including “Thanks” and “You’re welcome.” Usually do not reply to junk mail. Avoid Reply to any or all unless all recipients need to see your response. Or else you are adding to their e-mail litter.