How Do I Remove All Styles From A Word Document Spotlight on Productivity: How to Overcome E-Mail Overload

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Spotlight on Productivity: How to Overcome E-Mail Overload

Have you heard from e-mail? Do you spend more time on your e-mail than managing your work? Are you looking for a way to spend less time creating, managing and responding to messages? Find out how to overcome e-mail overload and increase efficiency by writing better e-mail messages and reducing the volume of e-mail.

Write good E-mail messages

Start improving your e-mail performance by creating and formatting easy-to-follow content, and using pre-written responses.

Create clear content

Consider these tips to improve your communication with intuitive, e-mail messages:

  • Help others prioritize your e-mail by including clear, specific and reiterating important information in the body of the message.
  • Define your expectations in the body of the message. Do you want your recipients to take action, reply, read, or just an FYI e-mail?
  • Count only one topic per message. If that is not possible, explain and include more topics like in 5 more items for Wednesday’s meeting.
  • When you type the address for your message, check who received your e-mail. Many programs try to start collecting email addresses that may not be what you want.
  • Pay attention to your voice and words. As with any other form of communication, match the message to your audience. Unless the reader understands your dry humor, for example, they may be confused or become more frustrated than entertained.
  • It may be tempting to use abbreviations in the world of Blackberry and IM (instant messaging), but only use very short ones, such as FYI or ASAP, unless you know for sure that the People who receive your e-mail know what they mean. .
  • Clearly identify yourself to strangers in your speech and in sign language.

Text format can read E-Mail messages

Simplify the e-mail messages you send with clean, easy-to-read formatting:

  • Get to the point. Reduce text to no more than five or six lines to reduce readability.
  • Limit e-mail messages to one page copy. If you have more text, reduce the text or consider sending a Word document. Delete previous responses that are not related to the current transaction.
  • Use fonts between 10 and 12 points large except for headlines and choose a font style that is easy to read. Use small amounts of paint.
  • Add blank lines and white space to separate paragraphs and areas of detail.
  • Run a spell check and re-read the message one last time for clarity and grammar before clicking Submit.

Use the Answer Key

If you send a few simple and more detailed messages, such as in response to a request for product information, consider saving the response as a signature that can be inserted into an e-mail so that you no need to retype them. For most messages, create a signature that includes your full name, title or title, phone number, website, and other contact information.

Reduce the volume of E-Mail

Some ways to cut down on the amount of email you receive are to control the number of calls you send, minimize inappropriate responses, and decide when communication is from one person to another. is the better option.

Reduce the number of messages you send

Before you write your next email, find ways to reduce the number of emails you send:

  • Read all the replies on the topic before replying to the original post. Avoid engaging in e-mail messages that are not relevant to your goals.
  • Don’t send, and distract your employees by sending, “chime-in” messages that are just trivial responses like “Thank you” and “You’re welcome.” Do not respond to junk mail.
  • Avoid replying to All unless all recipients need to see your reply. Otherwise you are contributing to their e-mail litter.
  • Use the Cc (carbon copy) line only when the subject is relevant to the recipient’s work. Although it may seem easier to send a message to everyone in the department or your organization, first ask yourself, “Who wants to know? Why?” Most people who receive a carbon copy feel that there is something they need 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 will not be received by anyone in the Bcc list which reduces the number of emails they receive.

Eliminate the clutter in your E-Mail

In addition to starting fewer e-mail messages, see other ways to reduce messages in your Inbox:

  • Post frequently requested information on your company website and ensure that the website is updated quickly when changes are made.
  • When you send out information that doesn’t require feedback, discourage inappropriate responses by using formal language and beginning and ending non-response or FYI-only messages.
  • Unsubscribe to e-newsletters you don’t read and move others out of your Inbox to folders for reading while traveling or at other times. Don’t subscribe to mailings that you haven’t started or you could open the flow of incoming mail.
  • If it’s an option, set up an out-of-office message that responds to incoming messages when you’re not available to answer your email. Be clear about your response time, when you will be back, and who can be contacted in your absence.

Select Voice Change E-Mail

There are many times when a telephone or face-to-face meeting is a better option than e-mail. Pick up the phone or make an appointment when:

  • Communication at home is important.
  • The point is to think.
  • There are many issues involved to resolve or need a long discussion.

Following these tips for overcoming e-mail overload can help you be more productive and free you from your Inbox.

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