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? Are you looking for methods to spend less time creating, managing and answering messages? Discover how to overcome e-mail overload and be more productive by writing far better e-mail messages and lowering the volume of e-mail.
Make use of the Cc (carbon copy) line only once this issue 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 consider, “Who has to know? Why?” Most people who obtain a carbon copy assume there is something they are meant to do. Use Bcc (blind carbon copy) to cover large distribution lists or even to disguise the names of select recipients. All recipients can reply to a message but replies will not be received by anyone within the gmail HTML which reduces the quantity of e-mail they get.
Help others prioritize the best way to act on your e-mail by together with a clear, specific subject line and repeating important subject information in the body from the message. Define your expectations in your body of the message. Do you want your recipients to behave, respond, read, or possibly is the e-mail FYI only?
Include just 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. When you type the addresses for the message, check who may be getting your e-mail. Many programs try to auto-fill an e-mail address which will not be your intended recipient.
Be careful along with your tone and language. As with every other communication, match your message in your audience. Unless the reader understands your dry spontaneity, as an example, they might be confused or offended rather than amused. It might be tempting to make use of acronyms on the planet of the Blackberry and IM (instant messaging), but only use extremely common abbreviations, such as FYI or ASAP, unless you are absolutely sure that the individual receiving your e-mail knows what they mean. Clearly identify you to ultimately strangers inside 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 minimize reading. Limit e-mail text to your single printed page. In case you have more text, reduce the message or consider attaching a Word document. Delete previous responses which can be no longer relevant to the current exchange. Use fonts between 10 and 12 points in proportions with the exception of headlines and judge a font style which is 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 final time for clarity and grammar before clicking Send. If you send several basic messages over and over again, like a reply to some request for product information, consider saving those responses as signatures which can be inserted into e-mail so that you will urbnfx not have to retype them. For most of messages, produce a default signature that includes your complete name, position or title, phone, website, along with other contact information.
A few of the top approaches to cut the amount of e-mail you receive is to manage the amount of messages that you send, reduce unnecessary follow-up replies, and determine when person-to-person communication is actually a better option. Read all replies on 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 that are simply unimportant responses like “Thanks” and “You’re welcome.” Usually do not react to junk mail. Avoid Reply for all unless all recipients need to see your response. Otherwise you are leading to their e-mail litter.