How To Send And Receive Less Email
May 1, 2012 Leave a comment
This year most of my email training clients have had the same main request; they want their employees to learn how to email effectively so that they send and receive fewer email. And no wonder since the average business person sends and receives over 100 email every day… many over 300 every day.
Email was once seen as a tool that would increase efficiencies and competitive opportunity. Today email is a great business tool we can’t do without. But more and more we’re using it as a crutch instead of as a catapult.
The challenge is that the way we write email is decreasing our efficiencies, easily costing companies $3,000 or more PER employee every year in loss of productivity and opportunity lost… not to mention the loss to their personal and professional reputation.
How much time we spend emailing every day is astonishing. For example: if a person sends and receives 100 email during an 8-hour day (not accounting for lunch, breaks or meetings), they use email every 4.8 minutes. If they send and receive 300 email they use email every 1.6 minutes. imagine…
Thankfully there are a easy steps we can all learn to use that will reduce email volume and be more efficient at work; here are just a few.
Use The Phone Or Walk Down The Hall
Sometimes even the most professional email is not the right solution. If we’re wondering how to email, the best strategy may be to pick up the phone – especially if there are issues that need to be brainstormed. The bonus is that conversations often build better business relationships and usually take less time.
Consider All Of Your Needs – And All Of Your Readers Needs
Too often we write email as a single thought – not a complete need or objective. Over an extended period of time (and countless email interruptions), we send email messages back and forth until we finally have discussed or shared (perhaps with some frustration), all the important points. When you write email, learn to bottom line your objectives and stick to the important issues – but cover all of them at once.
Write Great Email Subject Lines
Email subject lines are used as a primary resource readers use to determine if they will read your email now, later or never. Subject lines are also the first opportunity for you to make an impression. If you leave the subject line blank – or use a universal word like ‘Sale’ or ‘Meeting’, you risk being overlooked – all the time.
Value Your Values
Employees should know without hesitation the corporate and department values. They should also know how they can use these values to differentiate the company and themselves every time they write email or speak with clients, suppliers or their co-workers.
Email training is a fast and efficient way to turn email back into a catapult for your employees and business. When you know how to email, it’s a powerful business tool and a very sound investment.
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Bruce Mayhew Consulting facilitates courses including Email Etiquette, Managing Difficult Conversations, Multigenerational Training, Time Management and Mindfulness.
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