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 methods to spend less time creating, managing and answering messages? Learn how to overcome e-mail overload and be more productive by writing more efficient 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 simpler to send a note to everyone in a department or your organization, first ask yourself, “Who needs to know? Why?” Many 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 to disguise the names of select recipients. All recipients can respond to information but replies is definitely not received by anyone in the how to auto bcc in gmail 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 the body of the message. Define your expectations in the body of 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. In the event that isn’t possible, then describe and number multiple topics as in 5 items to include in the Wednesday meeting agenda. Once you type the addresses for the message, check who is getting your e-mail. Many programs try to auto-fill an e-mail address which might not be your intended recipient.
Be mindful together with your tone and language. As with every other communication, match the message to your audience. Unless your reader understands your dry humorousness, for instance, they might be confused or offended instead of amused. It may be tempting to make use of acronyms on the planet in the Blackberry and IM (instant messaging), only use extremely common abbreviations, like FYI or ASAP, unless you are absolutely confident that the individual receiving your e-mail knows whatever they mean. Clearly identify you to ultimately strangers in your message as well as in your message signature.
Format Readable E-Mail Messages
Get to the point. Shorten paragraphs to a maximum of five or six lines to reduce reading. Limit e-mail text to some single printed page. For those who have more text, lessen 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 dimensions with the exception of headlines and select a font style that is certainly 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. If you send several basic messages again and again, for instance a reply to some ask for product information, consider saving those responses as signatures that can be inserted into e-mail so you urbnfx not need to retype them. For most messages, create a default signature that includes your complete name, position or title, phone, website, along with other contact information.
Some of the top ways to cut the quantity of e-mail you obtain is always to manage the number of messages that you send, reduce unnecessary follow-up replies, and figure out when person-to-person communication is actually a better choice. Read all replies on a topic before responding to the original 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 that are simply unimportant responses such as “Thank you” and “You’re welcome.” Tend not to reply to junk mail. Avoid Reply to All unless all recipients need to see your response. Or else you are contributing to their e-mail litter.