Do you ever feel overwhelmed by e-mail? Have you ever spent more of your day wading through your e-mail than managing your projects? Are you looking 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 more effective e-mail messages and lowering the volume of e-mail.
Utilize the Cc (carbon copy) line only when the topic impacts the recipient’s work. Although it may look much easier to send a note to everyone in a department or perhaps your organization, first consider, “Who has to know? Why?” Many people who get a carbon copy assume there is certainly 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 a note but replies is definitely not received by anyone within the how to auto bcc in gmail which reduces the amount of e-mail they get.
Help others prioritize the best way to act on your e-mail by such as a clear, specific subject line and repeating important subject information in the body of the message. Define your expectations within the body of the message. Would you like your recipients to act, respond, read, or perhaps is the e-mail FYI only?
Include just one single topic per message. If that isn’t possible, then describe and number multiple topics like 5 items to increase the Wednesday meeting agenda. When you type the addresses to your message, check that is having your e-mail. Many programs try to auto-fill an e-mail address which may not be your intended recipient.
Be mindful along with your tone and language. As with any other communication, match your message to your audience. Unless your reader understands your dry sense of humor, for example, they might be confused or offended as opposed to amused. It could be tempting to make use of acronyms in the world in the Blackberry and IM (instant messaging), but only use extremely common abbreviations, like FYI or ASAP, unless you are absolutely confident that the patient receiving your e-mail knows the things they mean. Clearly identify yourself to strangers in your message as well as in the message signature.
Format Readable E-Mail Messages
Arrive at the point. Shorten paragraphs to a maximum of five or six lines to minimize 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 proportions aside from headlines and choose 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 several basic messages over and over again, like a reply to some ask for product information, consider saving those responses as signatures which can be inserted into e-mail so that you urbnfx not have to retype them. For a majority of messages, create a default signature that also includes your complete name, position or title, phone, website, as well as other contact details.
Some of the top methods to cut the quantity of e-mail you receive is always to manage the amount of messages that you send, reduce unnecessary follow-up replies, and determine when person-to-person communication is a better choice. Read all replies on the topic before responding to the original message. Resist getting involved with e-mail threads which do not impact your objectives.
Usually do not send, and discourage your employees from sending, “chime-in” messages which can be simply unimportant responses like “Thanks” and “You’re welcome.” Do not respond to junk mail. Avoid Reply to All unless all recipients need to see your response. Otherwise you are contributing to their e-mail litter.