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 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 reducing the volume of e-mail.
Utilize the Cc (carbon copy) line only if the subject impacts the recipient’s work. Although it might appear much easier to send a message to everyone in a department or your organization, first consider, “Who needs to know? Why?” Most people who get yourself a carbon copy assume there is certainly something they are supposed to do. Use Bcc (blind carbon copy) to hide large distribution lists or to disguise the names of select recipients. All recipients can reply to a note but replies is definitely not received by anyone in the auto bcc which reduces the volume 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 of the message. Define your expectations in the body from the message. Would you like your recipients to do something, respond, read, or is the e-mail FYI only?
Include just 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. Once you type the addresses for the message, check that is getting your e-mail. Many programs try to auto-fill an e-mail address which might not be your intended recipient.
Be careful with your tone and language. Just like any other communication, match the content for your audience. Unless your reader understands your dry sense of humor, as an example, they could be confused or offended instead of amused. It might be tempting to make use of acronyms on the planet in the Blackberry and IM (instant messaging), but only use extremely common abbreviations, like FYI or ASAP, unless you are absolutely sure that the individual receiving your e-mail knows whatever they mean. Clearly identify you to ultimately strangers inside your message and in the 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 a single printed page. If you have more text, reduce the message or consider attaching anything document. Delete previous responses which are no more relevant to the present exchange. Use fonts between 10 and 12 points in proportions with the exception of headlines and select a font style that 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 a final time for clarity and grammar before clicking Send. If you send several basic messages over and over again, such as a reply to your request product information, consider saving those responses as signatures which can be inserted into e-mail so you urbnfx not need to retype them. For a majority of messages, create a default signature that also includes your full name, position or title, phone, website, as well as other contact info.
A number of the top ways to cut the volume of e-mail you receive would be to manage the quantity of messages which you send, reduce unnecessary follow-up replies, and determine when person-to-person communication is really a better choice. 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 which can be simply unimportant responses such as “Thank you” and “You’re welcome.” Tend not to respond to junk mail. Avoid Reply for all unless all recipients need to see your response. Otherwise you are adding to their e-mail litter.