Do you ever feel overwhelmed by e-mail? Have you ever wasted more of your day wading through your e-mail than managing your job? Are you searching 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 far better e-mail messages and reducing the volume of e-mail.
Use the Cc (carbon copy) line only once the subject impacts the recipient’s work. Although it may look simpler to send information to everyone in a department or perhaps your organization, first consider, “Who must know? Why?” A lot of people who get a carbon copy assume there is something they are meant to do. Use Bcc (blind carbon copy) to cover large distribution lists or to disguise the names of select recipients. All recipients can react to information but replies will not be received by anyone within the gmail tools which reduces the amount of e-mail they get.
Help others prioritize how you can act on the e-mail by such as a clear, specific subject line and repeating important subject information in the body in the message. Define your expectations in your body in the message. Do you need your recipients to do something, respond, read, or perhaps is the e-mail FYI only?
Include just one single topic per message. In the event that isn’t possible, then describe and number multiple topics as with 5 items to include in the Wednesday meeting agenda. Whenever you type the addresses to your message, check that is getting your e-mail. Many programs try to auto-fill an e-mail address which will not be your intended recipient.
Be mindful along with your tone and language. As with any other communication, match your message in your audience. Unless the reader understands your dry sense of humor, as an example, they might be confused or offended as opposed to amused. It could be tempting to use acronyms on earth in the Blackberry and IM (instant messaging), but only use extremely common abbreviations, like FYI or ASAP, until you are absolutely certain that the person receiving your e-mail knows whatever they mean. Clearly identify you to ultimately strangers in your message as well as in the message signature.
Format Readable E-Mail Messages
Reach the point. Shorten paragraphs to no more than five or six lines to minimize reading. Limit e-mail text to some single printed page. If you have more text, decrease the message or consider attaching a Word document. Delete previous responses that are no longer relevant to the current exchange. Use fonts between 10 and 12 points in proportions except for headlines and judge a font style that 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 last time for clarity and grammar before clicking Send. Should you send a couple of basic messages again and again, like a reply to a ask for product information, consider saving those responses as signatures that may be inserted into e-mail so that you urbnfx not need to retype them. For most messages, develop a default signature which includes your full name, position or title, phone, website, along with other contact details.
A few of the top methods to cut the volume of e-mail you obtain is to manage the number of messages that you simply 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 addressing the first message. Resist getting involved with e-mail threads that do not impact your objectives.
Do not send, and discourage your employees from sending, “chime-in” messages which can be simply unimportant responses including “Thank you” and “You’re welcome.” Tend not to respond to junk mail. Avoid Reply to All unless all recipients need to view your response. Otherwise you are adding to their e-mail litter.