Do you ever feel overwhelmed by e-mail? Have you ever wasted more of your day wading through your e-mail than managing your work? Are you searching for 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 reducing the volume of e-mail.
Make use of the Cc (carbon copy) line only once the subject impacts the recipient’s work. Although it might appear simpler to send a note to everyone in a department or perhaps your organization, first think about, “Who must know? Why?” Many people who get a carbon copy assume there exists something they are supposed to do. Use Bcc (blind carbon copy) to conceal large distribution lists or disguise the names of select recipients. All recipients can respond to information but replies will not be received by anyone inside the how to auto bcc an email which reduces the amount of e-mail they get.
Help others prioritize the best way to act on the e-mail by including a clear, specific subject line and repeating important subject information in your body in the message. Define your expectations within the body from the message. Do you need your recipients to do something, respond, read, or possibly is the e-mail FYI only?
Include just one single topic per message. If this isn’t possible, then describe and number multiple topics as with 5 items to add to the Wednesday meeting agenda. When you type the addresses for your message, check who may be getting the e-mail. Many programs make an effort to auto-fill an e-mail address which may not be your intended recipient.
Be careful along with your tone and language. As with every other communication, match the message for your audience. Unless your reader understands your dry sense of humor, for instance, they could be confused or offended rather than amused. It may be tempting to utilize acronyms on earth from the Blackberry and IM (instant messaging), only use extremely common abbreviations, like FYI or ASAP, unless you are absolutely confident that the individual receiving your e-mail knows whatever they mean. Clearly identify you to ultimately strangers inside your message and then in the content signature.
Format Readable E-Mail Messages
Get to the point. Shorten paragraphs to no more than five or six lines to lessen reading. Limit e-mail text to a 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 more relevant to the current exchange. Use fonts between 10 and 12 points in size with the exception of headlines and judge 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 a final time for clarity and grammar before clicking Send. If you send a couple of basic messages over and over again, like a reply to your request product information, consider saving those responses as signatures which can be inserted into e-mail so that you will urbnfx not need to retype them. For a majority of messages, develop a default signature that also includes your complete name, position or title, phone, website, and other contact information.
Some of the top approaches to cut the amount of e-mail you obtain is to manage the quantity of messages which you send, reduce unnecessary follow-up replies, and figure out when person-to-person communication is actually a better option. Read all replies on the topic before answering the first message. Resist getting involved with e-mail threads that do not impact your objectives.
Do not send, and discourage your staff from sending, “chime-in” messages which can be simply unimportant responses such as “Thanks a lot” and “You’re welcome.” Usually do not respond to junk mail. Avoid Reply to any or all unless all recipients need to view your response. Or you are leading to their e-mail litter.