6 Tips How To Reduce The Number Of Email You Receive
December 19, 2013 Leave a comment
You want to reduce the number of email you receive. That’s understandable; most business people are frustrated with the number of email they receive. But for you and your team – that is about to change.
Here are some tips from my Email Etiquette Training workshop.
How to reduce the number of email you receive:
- Bottom line your email messages. Put requests or news at the top of your email followed by the background information. Usually we do the reverse when we write email. When you bottom line your email, people will clearly see why your email message is important and respond quickly vs. overlook it. The result is fewer follow-up email for you to write… and less frustration for you and it keeps you on schedule. Also this means fewer email in your associates inbox.
- Don’t assume people will know what you mean. Be clear with what you want and when you need it. As above, this means fewer follow-up email for you to write… and frustration for you… and fewer email in your associates inbox.
- If you are unclear – ask for clarity. If you don’t ask for clarity you might find you’ve wasted half the day doing something that’s not needed. This is bad time management and means lost productivity (a corporate cost), frustration for everyone, and will negatively impact your personal and professional reputation / brand. Tip: When you ask for clarity it’s often best to do this in person or by phone.
- Make sure everyone on your team knows when to use To: and when to use Cc:. When they use To: and Cc: properly everyone can clearly identify who needs to take immediate action and who is being kept in the loop with an FYI. Also, proper use of To: & Cc: lets everyone use Rules, Folders to automatically sort important Work vs. Busy work.
- Stop overuse of Cc: Make sure everyone on your team knows that overuse of Cc: is a waste of everyone’s time – lowers productivity – opportunity loss.
- Don’t hit send… in fact, don’t even write it. Sometimes email is the wrong choice. Recognize when it’s better to use the phone or walk down the hall. Example: don’t use email to try to brainstorm anything. Two days of email will be less creative and more time-consuming than a 5 minute phone or face-to-face discussion.
Too many email distract you and your employees from important work and clear communication… which both lower productivity. Be a good example and mentor to everyone around you. Help others follow these tips how to reduce the number of email.
Some people suggest that we should not say ‘Thanks’ or ‘Will do’ type messages. I disagree. This simple, incredibly quick and polite act tells me you received, read AND understood my email.
Hold team business meetings two times per week so that you employees can get a quick update on what (and why), each of them is working on. This will help them see the importance of each others work… and their own work. This will indirectly increase productivity, duplication of effort and decrease email messages and wasted time.
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Bruce Mayhew Consulting facilitates courses including Email Etiquette, Managing Difficult Conversations, Multigenerational Training, Time Management and Mindfulness.
Find answers to your Professional Development questions / needs at brucemayhewconsulting.com.
Give us a call at 416 617 0462. We’ll listen.
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