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? Are you searching for approaches to spend less time creating, managing and answering messages? Find out how to overcome e-mail overload and be more productive by writing more efficient e-mail messages and decreasing the volume of e-mail.
Use 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 your organization, first ask yourself, “Who has to know? Why?” Many people who get yourself a carbon copy assume there exists something they are supposed 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 is definitely not received by anyone in the how to automatically bcc an email which reduces the volume of e-mail they get.
Help others prioritize how you can act on the e-mail by together with a clear, specific subject line and repeating important subject information within the body in the message. Define your expectations in the body of the message. Do you need your recipients to behave, respond, read, or possibly is the e-mail FYI only?
Include just one topic per message. If this isn’t possible, then describe and number multiple topics as with 5 items to increase the Wednesday meeting agenda. When you type the addresses to your message, check who may be having your e-mail. Many programs attempt to auto-fill an e-mail address which might not be your intended recipient.
Be mindful along with your tone and language. As with any other communication, match the content to your audience. Unless your reader understands your dry spontaneity, as an example, they might be confused or offended rather than amused. It might be tempting to use acronyms on earth of the Blackberry and IM (instant messaging), only use extremely common abbreviations, including FYI or ASAP, unless you are absolutely certain that the person receiving your e-mail knows what they mean. Clearly identify you to ultimately strangers inside your message and in the content signature.
Format Readable E-Mail Messages
Reach the point. Shorten paragraphs to no more than five or six lines to reduce reading. Limit e-mail text to your single printed page. In case 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 size except for headlines and select a font style that is certainly easy to read. 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 few basic messages repeatedly, for instance a reply to your request 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 a majority of messages, develop a default signature which includes your full name, position or title, phone, website, and other contact details.
A few of the top methods to cut the amount of e-mail you receive is always to manage the quantity of messages that you send, reduce unnecessary follow-up replies, and determine when person-to-person communication is really a better choice. Read all replies on the topic before answering the first message. Resist getting included in e-mail threads which do not impact your objectives.
Tend not to send, and discourage your employees from sending, “chime-in” messages which can be simply unimportant responses such as “Thank you” and “You’re welcome.” Tend not to react to junk mail. Avoid Reply to All unless all recipients need to view your response. Otherwise you are leading to their e-mail litter.