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 approaches to spend less time creating, managing and answering messages? Discover how to overcome e-mail overload and be more productive by writing more efficient e-mail messages and lowering the volume of e-mail.
Make use of the Cc (carbon copy) line only if the subject impacts the recipient’s work. Although it might appear much easier to send a note to everyone in a department or maybe your organization, first consider, “Who has to know? Why?” Most people who get yourself a carbon copy assume there exists 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 auto bcc an email which reduces the volume of e-mail they get.
Help others prioritize how you can act on your own e-mail by together with a clear, specific subject line and repeating important subject information within the body from the message. Define your expectations in the body from the message. Would you like your recipients to do something, respond, read, or possibly is the e-mail FYI only?
Include only 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. Whenever you type the addresses for the message, check who is having your e-mail. Many programs try to auto-fill an e-mail address which may not be your intended recipient.
Be cautious with your tone and language. Just like any other communication, match the content in your audience. Unless the reader understands your dry spontaneity, for example, they might be confused or offended as opposed to amused. It might be tempting to utilize acronyms in the world in the Blackberry and IM (instant messaging), but only use extremely common abbreviations, including FYI or ASAP, unless you are absolutely confident that the individual receiving your e-mail knows the things they mean. Clearly identify you to ultimately strangers in your message as well as in the message signature.
Format Readable E-Mail Messages
Get to 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 a Word document. Delete previous responses which can be no more relevant to the present exchange. Use fonts between 10 and 12 points in dimensions 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. If you send a few basic messages repeatedly, such as 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 full name, position or title, phone, website, as well as other contact information.
Some of the top ways to cut the amount of e-mail you get is to manage the amount of messages that you send, reduce unnecessary follow-up replies, and find out when person-to-person communication is really a better choice. Read all replies on a topic before addressing the first message. Resist getting involved with e-mail threads that do not impact your objectives.
Tend not to send, and discourage your staff from sending, “chime-in” messages that are simply unimportant responses like “Thanks” and “You’re welcome.” Tend not to reply to junk mail. Avoid Reply for all unless all recipients need to see your response. Or else you are leading to their e-mail litter.