Do you ever feel overwhelmed by e-mail? have you ever ever spent more of your day wading through your e-mail than managing your work? Are you trying to find ways to spend less time creating, managing and answering messages? Discover the way to overcome e-mail overload and be more productive by writing simpler e-mail messages and reducing the quantity of e-mail.
Write Effective E-Mail Messages
Start improving your e-mail effectiveness by creating and formatting easy to follow content, and by using pre-written responses.
Create Clear Content
Consider these strategies to upgrade your communications with understandable, e-mail messages:
Help others prioritize the way to act on your e-mail by including a transparent , specific subject line and repeating important subject information within the body of the message.
Define your expectations within the body of the message. does one want your recipients to act, respond, read, or is that the e-mail FYI only?
Include just one topic per message. If that may not possible, then describe and number multiple topics as in 5 items to feature to the Wednesday meeting agenda.
When you type the addresses for your message, check who is getting your e-mail. Many programs plan to auto-fill an e-mail address which can not be your intended recipient.
Be careful together with your tone and language. like the other communication, match the message to your audience. Unless the reader understands your dry sense of humor, as an example , they’ll be confused or offended instead of amused.
It may be tempting to use acronyms within the world of the Blackberry and IM (instant messaging), but only use extremely common abbreviations, like FYI or ASAP, unless you’re absolutely certain that the individual receiving your e-mail knows what they mean.
Clearly identify yourself to strangers within your message and within the message signature.
Format Readable E-Mail Messages
Simplify the e-mail messages you send with clean, easy-to-read formatting:
Get to the purpose . Shorten paragraphs to no quite five or six lines to scale back reading.
Limit e-mail text to one printed page. If you’ve got more text, reduce the message or consider attaching a Word document. Delete previous responses that are not any longer relevant to the present exchange.
Use fonts between 10 and 12 points in size apart from headlines and choose a font style that’s easy to read. Apply colors sparingly.
Add blank lines and white space to separate paragraphs and areas of detail.
Run the spell-checker and re-read messages one last time for clarity and grammar before clicking Send.
Use Prewritten Responses
If you send a couple of basic messages over and once again , like a reply to an invitation for product information, consider saving those responses as signatures which will be inserted into e-mail in order that you are doing not need to retype them. For a majority of messages, create a default signature that has your full name, position or title, phone, website, and other contact information.
Reduce the quantity of E-Mail
Some of the highest ways to chop the quantity of e-mail you receive is to manage the amount of messages that you simply send, reduce unnecessary follow-up replies, and determine when person-to-person communication may be a more sensible choice .
Decrease the amount of Messages You Send
Before you write your next e-mail, seek to actively reduce what proportion e-mail you send:
Read all replies on a subject before responding to the first message. Resist getting involved e-mail threads that don’t impact your objectives.
Do not send, and discourage your staff from sending, “chime-in” messages that are simply unimportant responses like “Thank you” and “You’re welcome.” don’t answer spam .
Avoid Reply to all or any unless all recipients got to see your response. Otherwise you’re contributing to their e-mail litter.
Use the Cc (carbon copy) line only the subject impacts the recipient’s work. Although it’s going to seem easier to send a message to everyone during a department or your organization, first ask yourself, “Who must know? Why?” most of the people who get a carbon assume there’s something they’re alleged to do.
Use Bcc (blind carbon copy) to cover large distribution lists or to disguise the names of select recipients. All recipients can answer a message but replies won’t be received by anyone within the Bcc list which reduces the quantity of e-mail they get.
Eliminate the Clutter in Your E-Mail
In addition to initiating fewer e-mail messages, check out other ways to scale back the messages in your Inbox:
Publish frequently requested information on your company website and confirm that the web site is quickly updated when changes occur.
When you are sending out informational messages that don’t require feedback, discourage unnecessary responses by using formal language and start and end messages with No Reply Needed or FYI Only.
Unsubscribe to electronic newsletters that you simply don’t read and move others out of your Inbox to folders for reading during travel or other down times. don’t unsubscribe to mailings that you simply never initiated otherwise you may further open the flow of spam .
If it’s an available option, setup an out of office message that responds to incoming messages once you aren’t available to answer your e-mail. Clearly state your reaction time , once you will return, and who are often contacted during your absence.
Choose Voice rather than E-Mail
There are often times when phone or face-to-face conversations are a superior option to e-mail. devour the phone or arrange a gathering when:
Building rapport is critical.
The topic is emotionally charged.
There are many intertwined issues to resolve or there’s a requirement for lengthy interactive discussions.
Implementing these strategies for overcoming e-mail overload can assist you become more productive and free you from your Inbox.