Do you ever feel overwhelmed by e-mail? Have you ever spent more of your day wading through your e-mail than managing your projects? Do you need approaches 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 decreasing the volume of e-mail.
Use the Cc (carbon copy) line only if this issue impacts the recipient’s work. Although it may seem simpler to send a message to everyone in a department or your organization, first ask yourself, “Who must 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 react to a note but replies is definitely not received by anyone inside the auto bcc which reduces the amount of e-mail they get.
Help others prioritize how to act on the e-mail by including a clear, specific subject line and repeating important subject information within the body in the message. Define your expectations in your body from the message. Would you like 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 like 5 items to add to the Wednesday meeting agenda. Whenever you type the addresses for your message, check that is having your e-mail. Many programs attempt to auto-fill an e-mail address which will not be your intended recipient.
Be cautious along with your tone and language. As with any other communication, match your message to your audience. Unless your reader understands your dry humorousness, as an example, they could be confused or offended instead of amused. It could be tempting to use acronyms in the world in the Blackberry and IM (instant messaging), only use extremely common abbreviations, such as FYI or ASAP, until you are absolutely certain that the patient receiving your e-mail knows whatever 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 lessen reading. Limit e-mail text to your single printed page. If you have more text, decrease the message or consider attaching anything document. Delete previous responses which are no more relevant to the present exchange. Use fonts between 10 and 12 points in dimensions 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 one last time for clarity and grammar before clicking Send. If you send several basic messages over and over again, such as a reply to a ask for product information, consider saving those responses as signatures that may be inserted into e-mail so you urbnfx not have to retype them. For most messages, develop a default signature that includes your full name, position or title, phone, website, and other contact details.
A number of the top methods to cut the amount of e-mail you obtain is to manage the quantity of messages which you send, reduce unnecessary follow-up replies, and figure out when person-to-person communication is really a better option. Read all replies on a topic before responding to the initial message. Resist getting associated with e-mail threads which 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 react to junk mail. Avoid Reply to All unless all recipients need to see your response. Or else you are adding to their e-mail litter.