Do you feel like you are in email jail? Is your inbox too full? Do you spend too much time on email management? Begin managing your email and you will begin to manage your time.
To manage your outgoing emails:
- Be concise and to the point.
- Summarize the message in the first two sentences and expand in greater detail later.
- Follow basic principles of good business writing such as using proper grammar, sentence structure, use paragraphs and spell check (but not too much).
- Write effective subject lines by summarizing the content of the message
- Send the email only to people who need to be informed but are not the primary receipients.
- Use bcc to send to many people without cluttering the message with lots of addresses.
- Read the email before you send it to verify the content and tone.
- Double check recipients.
Here are some more general email tips:
- Responds to emails in a timely manner usually within a business day even if it is to say you will look into the matter.
- When receiving an email thread always read the entire thread before responding.
- Be careful when forwarding sensitive or confidential information.
- Do not use caps
- Touchy communication is best handled in person.
- Don’t use email to avoid unpleasant tasks.
- Don’t overuse reply to all.
- Don’t over use high priority.
- Just say no to chain letters.
- Don’t constantly check for new messages.
- Respond to important messages first, even if they are difficult.