Do you ever feel overwhelmed by e-mail? Have you ever wasted more of your day searching through your e-mail than managing your job? Are you looking for ways 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 decreasing the volume of e-mail.
Use the Cc (carbon copy) line only once the topic impacts the recipient’s work. Although it may look 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 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 message but replies will never be received by anyone inside the cloudHQ which reduces the quantity 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 the body from the message. Define your expectations within the body from the message. Do you need your recipients to do something, respond, read, or perhaps is the e-mail FYI only?
Include just one topic per message. If this isn’t possible, then describe and number multiple topics as with 5 items to include in the Wednesday meeting agenda. Once you type the addresses to your message, check who is having your e-mail. Many programs try to auto-fill an e-mail address which might not be your intended recipient.
Be careful together with your tone and language. As with every other communication, match the message for your audience. Unless your reader understands your dry sense of humor, as an example, they may be confused or offended as opposed to amused. It might be tempting to use acronyms on earth of the Blackberry and IM (instant messaging), but only use extremely common abbreviations, such as FYI or ASAP, except if you are absolutely confident that the patient receiving your e-mail knows what they mean. Clearly identify yourself to strangers within your message and in your message signature.
Format Readable E-Mail Messages
Reach the point. Shorten paragraphs to not more than five or six lines to minimize reading. Limit e-mail text to your single printed page. For those who have more text, decrease the message or consider attaching a Word document. Delete previous responses which are will no longer relevant to the current exchange. Use fonts between 10 and 12 points in proportions aside from headlines and choose a font style that is certainly easily readable. Apply colors sparingly.
Add blank lines and white space to separate paragraphs and areas of detail. Run the spelling checker and re-read messages one final time for clarity and grammar before clicking Send. Should you send a couple of basic messages repeatedly, such as a reply to your 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 a majority of messages, create a default signature which includes your full name, position or title, phone, website, along with other contact information.
Some of the top approaches to cut the amount of e-mail you get 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 the topic before answering the initial message. Resist getting involved with e-mail threads that do not impact your objectives.
Usually do not send, and discourage your staff from sending, “chime-in” messages which are simply unimportant responses such as “Thank you” and “You’re welcome.” Do not react to junk mail. Avoid Reply for all unless all recipients need to view your response. Otherwise you are contributing to their e-mail litter.