Email and chat platforms are essential tools for communication and collaboration in the modern workplace, but they can also be sources of distraction and stress if not used wisely. In this article, you will learn some tips for using email and chat platforms effectively and efficiently, and how to leverage technology and automation to save time and energy.
One of the first steps to use email and chat platforms effectively and efficiently is to set clear expectations with your colleagues, clients, and managers about your availability, response time, and preferred channels. For example, you can use your email signature, chat status, or calendar to indicate when you are online, offline, busy, or away. You can also communicate your priorities, deadlines, and feedback preferences to avoid unnecessary back-and-forth and confusion.
Your inbox can quickly become cluttered and overwhelming if you don't have a system to manage it. A simple way to keep your inbox organized and under control is to follow the four Ds: delete, delegate, defer, or do. Delete or archive any email that is irrelevant, spam, or no longer needed. Delegate any email that can be handled by someone else on your team or in your network. Defer any email that requires more time, research, or attention to a later date, and add it to your task list or calendar. Do any email that can be answered or resolved in less than five minutes, and mark it as done.
I would add that you need to manage your multiple inboxes appropriately and differently (given that at the very least we all have at least one personal and one professional email address). Some will never get to inbox zero and that's fine.
Another way to use email and chat platforms effectively and efficiently is to use filters and folders to sort, categorize, and prioritize your messages. Filters are rules that automatically apply actions to incoming or outgoing emails based on certain criteria, such as sender, subject, keywords, attachments, or labels. For example, you can use filters to mark important emails as starred, move newsletters to a separate folder, or forward invoices to your accounting department. Folders are places where you can store and group your emails by topic, project, or function. For example, you can use folders to separate your personal and professional emails, or to organize your emails by client, team, or status.
Technology and automation can help you use email and chat platforms effectively and efficiently by reducing manual and repetitive tasks, and by optimizing your timing and frequency. For example, you can use tools like Boomerang, Mailchimp, or Zapier to automate and schedule your email sending, follow-ups, reminders, or newsletters. You can also use tools like Calendly, Doodle, or Google Calendar to automate and schedule your meetings, appointments, or events. By automating and scheduling your email and chat activities, you can save time, avoid errors, and reach your audience at the best possible moment.
Notifications are alerts that inform you of new messages, updates, or events on your email and chat platforms. While notifications can be useful to keep you informed and connected, they can also be disruptive and distracting if you receive too many of them or if they interrupt your focus or flow. To use email and chat platforms effectively and efficiently, you should limit your notifications to the ones that are truly important, urgent, or relevant. You can do this by adjusting your settings, turning off sounds or vibrations, or using the do not disturb mode. You can also set specific times or intervals to check your email and chat platforms, and avoid checking them constantly or compulsively.
In addition to limiting the notification, I've also had to work on limiting the mental notification anticipation my brain creates, leading me to check email or chats or social media repetitively even without the 'ping' or it's equivalent.
The final tip for using email and chat platforms effectively and efficiently is to be concise and courteous in your communication. Concise means that you use clear, simple, and direct language to convey your message, without unnecessary details, jargon, or filler words. Courteous means that you use polite, respectful, and professional tone and etiquette to address your recipients, without being rude, aggressive, or informal. By being concise and courteous, you can avoid misunderstandings, conflicts, or delays, and build trust and rapport with your email and chat contacts.
One important tip (and a personal pet peeve of mine) is to avoid the leading hello without context. When you message someone, don't just say "hi, how's it going?" without also adding some context about the reason for the message. Learn more here: https://www.jointaro.com/lesson/HV8sq75WxM9VhK0dhUun/asking-effective-questions-that-get-great-answers-quickly/