E-mail is a vital tool for interpersonal communication, but it can also be a source of stress, distraction, and confusion. How do you manage your e-mail inbox and prioritize your responses? Here are some tips to help you communicate effectively and efficiently through e-mail.
Before you open your e-mail, decide what you want to achieve and how much time you have. Do you need to reply to urgent messages, follow up on pending tasks, or check for new opportunities? Also, communicate your availability and response time to your contacts, so they know when to expect a reply from you. You can use autoresponders, signatures, or out-of-office messages to set boundaries and avoid misunderstandings.
I've found it very helpful to have out-of-office automatic replies set up when I'm on vacation or out of the office for any reason.
One way to organize your e-mail inbox is to use folders and filters to sort your messages by category, sender, or topic. For example, you can create folders for different projects, clients, or teams, and use filters to automatically move messages to the appropriate folder. This way, you can focus on the most relevant messages and avoid cluttering your inbox.
I have lots of folders for my e-mail messages and as a soon as I receive one, I try to put it in the appropriate folder. I highlight or flag important messages that I don't have time to read or respond to right away and come back to them later.
Another way to prioritize your e-mail responses is to apply the 4 Ds rule: delete, do, delegate, or defer. Delete any messages that are irrelevant, spam, or outdated. Do any messages that require a quick or simple action, such as confirming an appointment, sending a file, or thanking someone. Delegate any messages that can be handled by someone else, such as a colleague, an assistant, or a service provider. Defer any messages that require more time, research, or thought, and schedule a specific time to deal with them later.
In my experience, deferring messages is so integral. We are used to instant replies and have a sense or urgency to respond. By giving ourselves time and space to come back to the message, we allow ourselves the ability to give the best response we can.
When you write an e-mail, make sure it is clear and concise. Use a descriptive subject line that summarizes the main point or purpose of your message. Use short paragraphs, bullet points, or numbered lists to break up your text and highlight the key information. Use polite and professional language, and avoid jargon, slang, or emoticons. Proofread your e-mail for spelling, grammar, and tone before you send it.
Using different formatting features on email platforms are key to writing emails with clarity. I utilize the bold print, highlight colors and numbers to emphasize important points. Also, adapt some type of format when crafting emails. Here's mine: 1. Greeting: Hello [name] 2. Purpose: As discussed/Here are [deliverable name]/I am reaching out to [reason] 3. Body: List points or deliverables. 1. [item] 2. [item] 4. Summary: List xext steps/expectations Actions required by [party name]
To avoid being overwhelmed by e-mail notifications and distractions, set aside specific times to check and respond to your e-mail. Turn off your notifications or mute your device when you are working on other tasks, or use the do not disturb mode. You can also use tools or apps that block or limit your access to e-mail or other websites during certain hours. This way, you can focus on your priorities and avoid multitasking.
It's important to set expectations with your team so that everyone can maximize productivity. I only check my emails when I have completed high-priority tasks. Also, I advise teammates to use direct messages on platforms like Cliq and not email communication in the event that something is urgent. It's also important for your team to define what "urgent" really means. Can the ask wait until the end of the day? If so, then it will be addressed in due time.
Finally, review and improve your e-mail habits regularly. Track how much time you spend on e-mail and how it affects your productivity and well-being. Identify any challenges or problems that you face with e-mail communication, such as miscommunication, delays, or conflicts. Seek feedback from your contacts on how you can improve your e-mail etiquette and effectiveness. Learn from your mistakes and successes, and adopt best practices that suit your needs and goals.
Try to choose specific times of day that you will check e-mail so that you're not constantly checking every time you get a new email. This can help with information overload.