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Last updated on 2024年8月7日

Your team is drowning in a sea of emails. How do you ensure important messages stay afloat?

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In today's fast-paced work environment, the sheer volume of emails can be overwhelming. It's easy for important messages to get lost in the flood of daily correspondence. However, with a strategic approach to internal communications, you can ensure that critical information stands out and is acknowledged by your team. By implementing a few key practices, you can streamline email communication, reduce clutter, and make sure that your team is focused on the messages that matter most.

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1 Email Triage

Imagine your inbox as an emergency room where emails are patients needing attention. Just like medical professionals, you must triage emails to prioritize which require immediate action. Encourage your team to flag or categorize messages by urgency . Tools built into email platforms can automatically sort incoming messages, so vital information rises to the top. By doing this, your team can quickly identify and respond to the most critical communications.

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Isabelle Hoet

Executive Assistant and Internal Communication Manager at Roche Pharmaceuticals
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Before implementing email triage, it’s important to establish clear guidelines for email communication within an organisation. For instance, you can restrict staff emails to urgent matters, action items, corporate announcements, and legal issues. Other pieces of information or updates can efficiently be shared through intranet, instant messaging platform, office screens or newsletters, depending on the content. That way, organisations can streamline communication very effectively.

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2 Clear Subject Lines

The subject line is the beacon that guides your team through the email sea. Teach your team to craft clear, concise, and descriptive subject lines . This practice allows recipients to immediately grasp the content and importance of an email, enabling them to prioritize their responses effectively. A well-written subject line acts as a signal flag, indicating whether an email contains a general update, a request for action, or critical information requiring immediate attention.

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3 Concise Messaging

In a sea of text, brevity is a life raft. Encourage your team to compose emails that are succinct and to the point . A concise message is more likely to be read and understood quickly. This reduces the time spent on deciphering lengthy emails and ensures that the main points are not buried under unnecessary information. By keeping emails short and focused, your team can communicate more efficiently and effectively.

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4 Alternative Platforms

Sometimes, the best way to keep important messages afloat is to avoid the email ocean altogether. Explore alternative communication platforms dedicated to team collaboration, like instant messaging or project management tools . These platforms can reduce email volume and provide a more immediate and interactive way to share information. By reserving emails for only the most critical communications, you ensure these messages receive the attention they deserve.

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Zachary W.

IT Learning and Development Specialist | Writer and Bibliophile
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Scheduling regular meetings with the people you need answers from (and being authentic during those meetings) goes a long way toward having your needs seen and valued. Once your value is apparent, those important messages are apparent and valued. Hosting these meetings (online or in person) creates visibility and structure. Also, education and training always play a key role. Understand what works best for your team and what tools are available, and share best practices during a team learning session or by creating memorable documentation that becomes part of your team’s culture. Documents shared during onboarding go a long way, especially since onboarding can be tricky for new hires and for management to do well.

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5 Regular Summaries

Consider sending regular summaries of key information to prevent important messages from sinking unnoticed. A weekly roundup or a bulletin can highlight significant announcements, deadlines, and updates. This not only reinforces important messages but also provides a single source of truth that team members can refer back to, ensuring that no one misses out on essential information amidst the email waves.

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6 Feedback Loop

Create a feedback loop to continuously improve how your team manages email communication. Encourage team members to voice their suggestions on what's working and what isn't. This can lead to the adoption of new practices or tools that further streamline communication. Listening to your team's feedback is like adjusting the sails on a ship —it helps you navigate more smoothly through the turbulent waters of workplace correspondence.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Barbara Marzari

Communication and Engagement Strategy Director, Sociabble | Podcast Host #MastersOfComms | Talks about #InternalComms #EmployeeEngagement # EmployeeAdvocacy
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If a team is drowning in emails, it means that communication isn't doing its job properly. It's called infobesity. It's the job of internal communications professionals to choose which content and information is relevant to which audience. It doesn't make sense to transmit everything to everyone. The problem must be solved at source, by choosing more effective communication tools than e-mails.

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Your team is drowning in a sea of emails. How do you ensure important messages stay afloat?

1

2

3

4

5

6

7

1 Email Triage

2 Clear Subject Lines

3 Concise Messaging

4 Alternative Platforms

5 Regular Summaries

6 Feedback Loop

7 Here’s what else to consider

Internal Communications

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Your team is drowning in a sea of emails. How do you ensure important messages stay afloat?

1

2

3

4

5

6

7

1 Email Triage

2 Clear Subject Lines

3 Concise Messaging

4 Alternative Platforms

5 Regular Summaries

6 Feedback Loop

7 Here’s what else to consider

Internal Communications

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