Do you ever feel overwhelmed by e-mail? Have you ever spent more of your day searching through your e-mail than managing your job? Do you need approaches to spend less time creating, managing and answering messages? Find out how to overcome e-mail overload and be more productive by writing far better e-mail messages and lowering the volume of e-mail.
Use the Cc (carbon copy) line only once this issue impacts the recipient’s work. Although it may seem much easier to send information to everyone in a department or your organization, first think about, “Who needs to know? Why?” A lot of people who obtain a carbon copy assume there is certainly something they are meant 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 how to 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. Do you want your recipients to behave, respond, read, or 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 in 5 items to include in the Wednesday 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 which might not be your intended recipient.
Be careful with your tone and language. Just like any other communication, match your message for your audience. Unless the reader understands your dry spontaneity, for example, they may be confused or offended as opposed to amused. It might be tempting to make use of acronyms in the world in the Blackberry and IM (instant messaging), but only use extremely common abbreviations, like FYI or ASAP, unless you are absolutely sure that the patient receiving your e-mail knows what they mean. Clearly identify you to ultimately strangers in your message and in the 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 a single printed page. In case you have more text, decrease the message or consider attaching anything document. Delete previous responses which can be will no longer relevant to the present exchange. Use fonts between 10 and 12 points in dimensions except for headlines and choose a font style which is readable. Apply colors sparingly.
Add blank lines and white space to separate paragraphs and areas of detail. Run the spelling checker and re-read messages one last time for clarity and grammar before clicking Send. If you send several basic messages repeatedly, such as a reply to your request for product information, consider saving those responses as signatures which can be inserted into e-mail so that you urbnfx not need to retype them. For most messages, create a default signature which includes your complete name, position or title, phone, website, and other contact details.
Some of the top ways to cut the quantity of e-mail you receive is always to manage the number of messages that you send, reduce unnecessary follow-up replies, and figure out when person-to-person communication is a better option. Read all replies over a topic before responding to the original message. Resist getting associated with e-mail threads that do not impact your objectives.
Usually do not send, and discourage your employees from sending, “chime-in” messages that are simply unimportant responses including “Thanks a lot” and “You’re welcome.” Tend not to respond to junk mail. Avoid Reply to any or all unless all recipients need to see your response. Or you are contributing to their e-mail litter.