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Spotlight on Productivity: How to Overcome E-Mail Overload
Do you feel overwhelmed by e-mail? Have you ever spent more days on your e-mail than managing your work? Are you looking for ways to spend less time creating, managing and responding to messages? Learn how to overcome e-mail overload and become more productive by writing more effective e-mail messages and reducing e-mail volume.
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 improve your communications in understandable, e-mail messages:
- Help others prioritize how to act on your e-mail by including a clear, specific subject line and repeating important subject information in the message body.
- Explain your expectations in the body of the message. Do you want your recipients to act, respond, read, or just the e-mail FYI?
- Include only one topic per message. If that’s not possible, then describe and number as many topics as 5 items to add to Wednesday’s meeting agenda.
- When you type the addresses for your message, check who is getting your e-mail. Many programs try to auto-fill an e-mail address that may not be the one you intend to receive.
- Be careful with your tone and language. As with any communication, tailor the message to your audience. Unless the reader understands your dry sense of humor, for example, they may be confused or offended rather than amused.
- It can be tempting to use acronyms in the world of Blackberry and IM (instant messaging), but only use more common abbreviations, such as FYI or ASAP, unless you are sure that the individual receiving your e-mail knows -an what they mean. .
- Clearly identify yourself to strangers in your message content and message signature.
Format Readable E-Mail Messages
Simplify the e-mail messages you send with clean, easy-to-read formatting:
- Get to the point. Shorten paragraphs to no more than five or six lines to reduce readability.
- Limit e-mail text to one printed page. If you have a lot of text, reduce the message or consider attaching it to a Word document. Delete previous replies that are no longer relevant to the current exchange.
- Use fonts between 10 and 12 points in size except for headings and choose a font style that is easy to read. Apply colors lightly.
- Add blank lines and white space to separate paragraphs and detail sections.
- Run the spelling checker and re-read the messages one last time for clarity and grammar before clicking Send.
Use Prewritten Responses
If you send some basic messages over and over again, such as a response to a request for product information, consider saving those responses as signatures that can be inserted into e-mail so you don’t have to type them. again. For most messages, create a default signature that includes your full name, position or title, phone, website, and other contact information.
Reduce E-Mail Volume
Some of the main ways to cut down on the amount of e-mail you receive are to manage the number of messages you send, reduce unnecessary follow-up responses, and determine whether the person-to- human communication is a better choice.
Reduce the Number of Messages You Send
Before you write your next e-mail, try to actively reduce how many e-mails you send:
- Read all replies to a topic before replying to the original message. Do not join e-mail threads that do not affect your goals.
- Don’t send, and discourage your staff from sending, “chime-in” messages that aren’t important responses like “Thank you” and “You’re welcome.” Do not respond to junk mail.
- Avoid Reply All unless everyone who receives your reply needs to see it. Otherwise, you are contributing to their e-mail junk.
- Only use the Cc (carbon copy) line if the subject matter affects the recipient’s work. Although it may seem easier to send a message to everyone in a department or your organization, first ask yourself, “Who needs to know? Why?” Most people who get a carbon copy believe that there is something they need to do.
- Use Bcc (blind carbon copy) to hide large distribution lists or hide the names of selected recipients. All recipients can reply to a message but replies cannot be received by anyone on the Bcc list reducing the amount of e-mail they receive.
Remove the Clutter from Your E-Mail
In addition to starting fewer e-mail messages, check out other ways to reduce messages in your Inbox:
- Publish frequently requested information on your company’s website and ensure that the website is quickly updated in case of changes.
- If you are sending informational messages that do not require feedback, discourage unnecessary responses by using formal language and begin and end messages with No Response Required or FYI Only.
- Unsubscribe from electronic newsletters you don’t read and move others from your Inbox to folders to read during travel or other times of need. Don’t unsubscribe from emails you haven’t started or you could open up a stream of junk mail.
- If this is an available option, setup an out-of-office message that will respond to incoming messages when you are unavailable to respond to your e-mail. Clearly state your response time, when you will be back, and who will be contacted in your absence.
Choose Voice Instead of E-Mail
There are often times when phone or face-to-face conversations are a better option than e-mail. Pick up the phone or arrange a meeting if:
- Relationship building is critical.
- The topic is full of emotions.
- There are many intertwined issues to be resolved or there is a need for long interactive discussions.
Implementing these strategies to overcome e-mail overload will help you be more productive and free you from your Inbox.
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