Act Of People Changing Their Language Style To Match Others Spotlight on Productivity: How to Overcome E-Mail Overload

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Spotlight on Productivity: How to Overcome E-Mail Overload

Do you ever feel overwhelmed by email? Have you ever spent more of your day scrolling through your email than managing your business? Looking for ways to spend less time creating, managing and replying to messages? Discover how to eliminate email overload and be more productive by writing more effective email messages and reducing email volume.

Write Effective Email Messages

Start increasing the effectiveness of your email by creating and formatting easy-to-follow content and using pre-written responses.

Create clean content

Consider these strategies to improve your communications with easy-to-understand email messages:

  • Help others prioritize how to act in your email by including a clear, specific subject line and repeating important subject information in the body of the message.
  • Define your expectations in the body of the message. Do you want your recipients to act, respond, read, or does email just provide information?
  • Enter only one subject per message. If this is not possible, describe and number a few topics, as in 5 points, to add to the agenda for Wednesday’s meeting.
  • Check who received your email when you type in the addresses of your message. Many programs try to auto-fill an email address that may not be your intended recipient.
  • Be careful with your tone and language. As with any other communication, tailor the message to your audience. Unless the reader understands, for example, a dry sense of humor, he may be confused or offended instead of amused.
  • In the world of Blackberry and IM (instant messaging), it can be tempting to use abbreviations, but only use extremely common abbreviations like FYI or ASAP unless you’re absolutely sure the recipient of your email knows what they mean. .
  • Clearly identify yourself to strangers in your message and message signature.

Format Read Email Messages

Streamline your email messages with clean, easy-to-read formatting:

  • Come to the point. To reduce readability, shorten paragraphs to no more than five or six lines.
  • Limit email text to one printed page. If you have more text, reduce the message or consider attaching a Word document. Delete previous replies that are no longer relevant to the current exchange.
  • Except for headings, use fonts between 10 and 12 points and choose a font style that is easy to read. Apply colors sparingly.
  • Add blank lines and space to separate paragraphs and detail fields.
  • Run a spell checker and proofread messages one last time for clarity and grammar before clicking Send.

Use pre-written answers

If you send a few key messages over and over again, such as a response to a product inquiry, consider saving those responses as an embeddable signature in an email so you don’t have to retype them. For most messages, create a standard signature that includes your full name, title or title, phone number, website, and other contact information.

Reduce email volume

Some of the best ways to reduce the amount of email you receive are to manage the number of messages you send, reduce unnecessary follow-up responses, and determine when in-person communication is a better option.

Reduce the number of Messages you send

Before writing your next email, try to actively reduce the number of emails you send:

  • Please read all replies on the thread before replying to the original message. Resist getting bogged down in email topics that don’t affect your goals.
  • Don’t send “ringing” messages that are just trivial responses like “Thank you” and “You’re welcome” and discourage your employees from sending them. Do not respond to junk mail.
  • Avoid Reply All unless all recipients need to see your reply. Otherwise, you’re contributing to their email junk.
  • Use the Cc (carbon copy) line only if the subject matter affects the recipient’s business. While it may seem easy to send a message to everyone in your department or organization, first ask yourself, “Who needs to know? Why?” Most people who get a carbon copy think it’s something they have to do.
  • Use Bcc (blind carbon copy) to hide large distribution lists or hide the names of selected recipients. All recipients can reply to the message, but replies won’t be accepted by anyone on your Blister list, reducing the amount of email they receive.

De-clutter your email

In addition to sending fewer email messages, check out other ways to reduce messages in your Inbox:

  • Publish frequently requested information on your company website and ensure that the website is updated quickly when changes occur.
  • When sending informational messages that do not require feedback, avoid unnecessary responses by using formal language and beginning and ending messages with No Response or FYI Only.
  • Subscribe to e-newsletters you don’t read, and move others to folders in your Inbox to read while traveling or at other unfortunate times. Never unsubscribe from mailings you never initiate, or you could open up a flood of unnecessary mail.
  • If it’s an available option, set up an out-of-office message that responds to incoming messages when you can’t answer your email. Clearly state your response time, when you will be back and who you can contact while you are away.

Choose Voice instead of Email

There are often times when phone or face-to-face conversations are a better option than email. Pick up the phone or make an appointment:

  • Communication is important.
  • The subject is emotional.
  • There are many interrelated problems to be solved or long interactive discussions are needed.

Implementing these strategies for overcoming email overload can help you be more productive and free you from your Inbox.

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