Do you ever feel overwhelmed by e-mail? Have you ever wasted more of your day wading 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 far better e-mail messages and reducing the volume of e-mail.
Utilize the Cc (carbon copy) line only once the topic impacts the recipient’s work. Although it may seem easier to send information to everyone in a department or perhaps your organization, first consider, “Who has 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 cover large distribution lists or disguise the names of select recipients. All recipients can react to a note but replies will not be received by anyone inside the gmail tools which reduces the quantity of e-mail they get.
Help others prioritize how you can act on the e-mail by including a clear, specific subject line and repeating important subject information in the body in the message. Define your expectations within the body from the message. Would you like your recipients to act, respond, read, or perhaps is the e-mail FYI only?
Include just one topic per message. If that isn’t possible, then describe and number multiple topics as in 5 items to increase the Wednesday meeting agenda. When you type the addresses for the message, check that is having your e-mail. Many programs attempt to auto-fill an e-mail address which may not be your intended recipient.
Be cautious along with your tone and language. As with any other communication, match your message for your audience. Unless the reader understands your dry sense of humor, as an example, they may be confused or offended rather than amused. It may be tempting to utilize acronyms on earth from the Blackberry and IM (instant messaging), only use extremely common abbreviations, including FYI or ASAP, except if you are absolutely sure that the individual receiving your e-mail knows what they mean. Clearly identify you to ultimately strangers inside your message and in your message signature.
Format Readable E-Mail Messages
Arrive at the point. Shorten paragraphs to a maximum of five or six lines to reduce reading. Limit e-mail text to a single printed page. If 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 dimensions aside from headlines and select a font style that is certainly easily readable. Apply colors sparingly.
Add blank lines and white space to separate paragraphs and parts 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 some ask for product information, consider saving those responses as signatures that can be inserted into e-mail so that you urbnfx not need to retype them. For a majority of messages, create a default signature which includes your full name, position or title, phone, website, and other contact information.
A number of the top ways to cut the amount of e-mail you receive is always to manage the amount of messages that you simply send, reduce unnecessary follow-up replies, and find out when person-to-person communication is a better choice. Read all replies on the topic before addressing the original message. Resist getting included in e-mail threads that do not impact your objectives.
Tend not to send, and discourage your employees from sending, “chime-in” messages that are simply unimportant responses like “Thanks a lot” and “You’re welcome.” Usually do not respond to junk mail. Avoid Reply for all unless all recipients need to view your response. Or you are contributing to their e-mail litter.