Do you ever feel overwhelmed by e-mail? Have you ever spent more of your day searching through your e-mail than managing your projects? 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 effective e-mail messages and decreasing the volume of e-mail.
Utilize the Cc (carbon copy) line only once this issue impacts the recipient’s work. Although it might appear easier to send information to everyone in a department or maybe your organization, first consider, “Who has to know? Why?” Many people who get yourself a carbon copy assume there is certainly something they are supposed to do. Use Bcc (blind carbon copy) to cover large distribution lists or disguise the names of select recipients. All recipients can respond to a note but replies will not be received by anyone in the how to automatically bcc an email which reduces the quantity of e-mail they get.
Help others prioritize the best way to act on your own e-mail by together with a clear, specific subject line and repeating important subject information in the body from the message. Define your expectations in the body in the message. Do you need your recipients to do something, respond, read, or 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 include in the Wednesday meeting agenda. Once you type the addresses for your message, check who is having your e-mail. Many programs attempt to auto-fill an e-mail address which may not be your intended recipient.
Be careful along with your tone and language. As with any other communication, match the message for your audience. Unless your reader understands your dry humorousness, for instance, they could be confused or offended instead of amused. It could be tempting to utilize acronyms in the world of the Blackberry and IM (instant messaging), but only use extremely common abbreviations, like FYI or ASAP, unless you are absolutely confident that the person receiving your e-mail knows whatever they mean. Clearly identify yourself to strangers within your message and then in your message signature.
Format Readable E-Mail Messages
Reach the point. Shorten paragraphs to a maximum of five or six lines to reduce reading. Limit e-mail text to your single printed page. If you have more text, reduce the message or consider attaching a Word document. Delete previous responses that are will no longer relevant to the current exchange. Use fonts between 10 and 12 points in size aside from headlines and judge a font style which is readable. 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 last time for clarity and grammar before clicking Send. In the event you send several basic messages over and over again, for instance a reply to your request product information, consider saving those responses as signatures that can be inserted into e-mail so that you will urbnfx not have to retype them. For most messages, develop a default signature which includes your complete name, position or title, phone, website, along with other contact information.
A few of the top approaches to cut the amount of e-mail you get is to manage the number of messages which you send, reduce unnecessary follow-up replies, and determine when person-to-person communication is a better option. Read all replies on the topic before responding to the original message. Resist getting associated with e-mail threads that do not impact your objectives.
Do not send, and discourage your employees from sending, “chime-in” messages which can be simply unimportant responses like “Thanks a lot” and “You’re welcome.” Tend not to react to junk mail. Avoid Reply for all unless all recipients need to view your response. Or you are adding to their e-mail litter.