Can't cope with the e-mail overload? Having nightmares about e-mails stalking you through the corporate jungle? Waking in the middle of the night with the sweats because you accidentally sent that dirty joke to your boss instead of your work mate?
Don't despair! Here are 10 tips that will restore your sanity, improve your reputation as a professional communicator and put you back in control of your mail. E-mail is one of those necessary evils, like credit cards and mobile phones. We can't live with them, and today's society won't let us live without them. The answer? Learn to do it better, smarter and faster. Read on to change your e-mail blues forever.
1. Control your urge to respond immediately
Only check your email two or three times a day. Opening every email as it arrives distracts you from the task at hand. Having broken your chain of thought, it may take hours to get back on track.
In today's world of global communication, we often bow to the pressures of immediacy. But before you get caught up, ask yourself this question "What will really happen if I don't see every email as it hits my computer?" Twice a day is sufficient. Go on, live dangerously and turn off the "notify me" option on your email software. Do it – now!
2. Don't use groups to send all your emails
We are all complaining about the sheer number of emails that hit our computers every day. Most of them are a complete waste of time, but we have to open them to find this out! And when you use standard groups to send emails –through laziness, to cover yourself so they can't say they weren't told, or because you just like to tell everyone everything – you add to this over-supply of useless emails.
Emails are a communication system and should be used to do just that – communicate. You wouldn't invite the entire department to a meeting if you just wanted to talk to 2 or 3 people would you? Use the same logic when it comes to email. Your colleagues will thank you for it. And if you pass on this tip to them, your own in-box may lose some weight too. If you do think it necessary to send emails to a group, then mark the email clearly with either "for your action" or "for your information only" in the subject line so the recipients can easily determine its priority and choose when to open it.
Have you had a ride on this merry-go-round? By the time you reach the tenth reply, you have changed the subject or lost the thread of thought completely. Here's what to do to keep some order.
If the subject changes at all, then send a new email using a new subject title. Remember, the subject title should say it all, and give the recipient a clear and concise idea of what your message is about. If the subject is still the same, but only some sections of the chain remain relevant, cut and paste the relevant sections of the original message into a new message. For long messages, type your reply in a different colour, in the body of the original message – this helps to identify what section of the message you are replying to. For short messages and short replies, set your software to type replies in a different colour.
4. Use signature blocks to save time
Most email software allows you to design a number of signature blocks (texts which sign off using any words you like). You could create one for external customers, using a more formal farewell, your job title, your phone/fax details and a company slogan or message of the month.
For internal emails, you could create a signature block with an informal farewell, just your first name and some fun sign off. (Yes, it is OK to have fun at work, even when dealing with the dreaded email system!)
5. Use folders to organise your correspondence
Why do you keep any of your emails? So you can access them if and when you need to – right? But how often have you tried to find a particular email and 45 minutes later you are still wading through files, ready to throw your computer through the nearest window?
Just like letters used to be filed in various filing cabinets in the dim, distant past, similarly emails should be filed on your computer's hard drive. Create folders, which make sense to you eg "customers", "suppliers", "departments" may make sense to Jo Bloggs, but you might prefer "my regular customers", "boss stuff", or "easy to reach suppliers".
File "skinny" not "fat". That means put fewer emails in each folder, and use more folders. This will make it easier to retrieve the email you're looking for, especially if you get a lot of mail on one topic. And remember to create a "read later" file for the emails marked "for your info only" which you will be receiving from now on.
Use your archive function to keep your folders a manageable size. Apply archive dates by folder, so you can choose to keep frequently accessed information for longer periods, and archive less important information more often. This helps the retrieval process enormously.
6. Think (and cool off) before hitting the reply button
Emails are often like conversations, but with time between each speaker. Use this time effectively. If the message sets your blood boiling, the temptation is to hit the reply button immediately with an equally inflammatory retort. Don't! Take time to consider what you are saying. Unlike the spoken word, the written word can be forever.
7. Not all emails deserve a response
Emails, though often likened to a telephone conversation in slow motion, are nothing of the sort. They are the same as all correspondence, with new rules of etiquette and new levels of access and speed. Unlike telephone conversations, not all emails need, or expect, a response.
You neither have to acknowledge receipt of all messages, nor have the last word on a chain of reply-reply messages. The original sender probably didn't expect a reply, and you have just added to their already substantial list of emails for that day. Unless you are asked for a reply or a specific action, or you must advise the recipient of some vital piece of additional information, do not reply. Be discriminating with your reply button, and everyone will be the better off.
8. Group incoming email for more efficient reading
You spend a significant amount of time opening and reading email every day. Time which you can better spend on more direct work activities. One way to use this time more efficiently is to file your emails before you even open them, so you can decide on which ones need urgent opening, and which ones could wait till you have a spare fifteen minutes.
Most email software allows you to set rules for incoming emails. The system will direct emails into folders you have set up, depending on the rules you apply. For example, you could set up folders based on words contained in the subject matter or the address of the sender or key words in the message text. Once the incoming emails have been sorted for you, you can choose when to open the emails, based on the importance of each folder. This same process can be used for outgoing emails, so that you can automatically file into folders you created in point 5 earlier. Check your email software for this and other time saving options.
9. Make sure you are legal
This is a major topic! A whole new industry has been spawned to keep watch over the legality of email transmissions. Simply put, take extra care when sending words which have not been authored by you, including the common practice of "forwarding" messages sent to you. Copyright on email belongs to the writer, not the recipient. If you have any doubt about forwarding another person's message – then don't.
10. Filter messages to get rid of unwanted bulk mail
Again, use the features of your email software to help remove bulk or junk mail before it reaches your in box. Most software will allow you to filter out junk mail based on options such as blocking BCC (blind copies), blocking mail from certain addresses (lists created by you or your organisation), colour coding junk mail so you can recognise it or moving junk mail into separate folders so you can deal with it later.
Once again, it is a matter of knowing what your software can do (usually we use only 20% of software capacity!!!) and using it to save us time, effort and energy.
One final Word Finally, think before turning to email. Email is often seen as informal communication - quick, efficient and immediate. But to many (especially those whose careers began pre the email revolution) email is not the medium for well-mannered communication.
Before you send an email, ask yourself what is the recipient expecting. In some cases, snail mail is a better option, especially if speed is not the primary issue. Examples where traditional mail is better include:
* Client presentations or proposals
* Formal requests or invitations
* References
* Bulky correspondence (eg reports)
* When you are trying to make a good impression
Email can be either a blessing or a curse of the modern workplace. Either take control over your email jungle by applying these ten tips or keep cursing each time another email hits your inbox. The choice is yours!
Jo Gibney is an accomplished seminar leader, group facilitator, professional speaker, writer and HR Consultant. She has a broad background in both the private and public sectors and has presented at seminars and other business forums both nationally and internationally. Her commitment to adult learning is a life long passion, and much of Jo's work focuses on developing not just work skills but also personal competencies and strengths. Jo set up her own training and consulting business in 1995 and has developed many close links with both small and large businesses throughout Australia. In recent years, Jo has concentrated much of her professional expertise on the process of creating confident, courageous and committed individuals and organizations. Jo's ability to take complex theories and concepts and demystify them into user-friendly processes is a key to her business and personal success. Her strategy of keeping it simple and on the human level works brilliantly in both small and large organizations. Contact her at jo@organisenow.com |
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