Do you ever feel overwhelmed by e-mail? Have you ever spent more of your day wading through your e-mail than managing your job? Do you need ways 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 lowering the volume of e-mail.
Make use of the Cc (carbon copy) line only when this issue impacts the recipient’s work. Although it may seem much easier to send information to everyone in a department or maybe your organization, first think about, “Who has to know? Why?” Most people who obtain a carbon copy assume there exists something they are meant to do. Use Bcc (blind carbon copy) to hide large distribution lists or even to disguise the names of select recipients. All recipients can react to information but replies will never 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 your body from the message. Define your expectations in the body from the message. Do you need your recipients to behave, respond, read, or perhaps is the e-mail FYI only?
Include only one topic per message. If that isn’t possible, then describe and number multiple topics as with 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 make an effort to auto-fill an e-mail address which will not be your intended recipient.
Be careful with your tone and language. As with any other communication, match your message for your audience. Unless your reader understands your dry sense of humor, for example, they could be confused or offended as opposed to amused. It could be tempting to utilize acronyms on earth from the Blackberry and IM (instant messaging), only use extremely common abbreviations, like FYI or ASAP, except if you are absolutely certain that the individual receiving your e-mail knows the things they mean. Clearly identify you to ultimately strangers in your message and then in the message signature.
Format Readable E-Mail Messages
Reach the point. Shorten paragraphs to no 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 a Word document. Delete previous responses which are will no longer relevant to the present exchange. Use fonts between 10 and 12 points in dimensions aside from headlines and choose a font style which is 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 last time for clarity and grammar before clicking Send. Should you send several basic messages over and over again, such as a reply to some request product information, consider saving those responses as signatures that may be inserted into e-mail so you urbnfx not need to retype them. For a majority of messages, create a default signature which includes your complete name, position or title, phone, website, and other contact information.
A number of the top approaches to cut the volume of e-mail you receive is to manage the number of messages that you simply send, reduce unnecessary follow-up replies, and find out when person-to-person communication is actually a better choice. Read all replies on the topic before responding to the initial message. Resist getting involved with 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 such as “Thanks a lot” and “You’re welcome.” Usually do not reply to junk mail. Avoid Reply to any or all unless all recipients need to see your response. Or you are adding to their e-mail litter.