How to Increase Your Email Efficiency (Podcast)

Are you overwhelmed by your emails? Is it taking too much time out of your day answering your inbox? Do you find yourself being regularly interrupted by incoming messages on your phone or your computer? There's got to be a better way.

In this episode of the Leaders Factory Podcast we are discussing the art of effectively communicating through email. Click on the link below to listen to the podcast and follow along with the notes provided!

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[audio http://64.17.136.20/wp-content/uploads/2012/09/communication-p-5-kslp-61.mp3]

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How to Effectively Use Email:

Email is a great way to communicate with people. It can also be dangerous. Make sure you convey what you intend, in as few words and as straight to the point as possible.

Here are some tips that can help insure the communication is effective:

  1. Keep in mind that receivers can’t hear the tone, inflection, or any type of meaning in your words. 
What you intend to be humorous may come across as offensive; serious comments may be brushed aside; compliments may seem like complaints.
  2. Using all caps is the equivalent of shouting at someone when talking in person.
  3. Use blind copy (bcc) rather than the regular copy (cc) unless there’s some reason for the receiver to see the names and e-mail addresses of others to whom the message is sent. If there’s no reason, then you need to protect the privacy of others.
  4. Reformat messages that you forward to others. Receiving disoriented messages full of >>> makes them hard to read.
  5. Change the “subject” line when the topic has changed. Often, after several e-mail exchanges, the topic has moved from the original subject. It is easier to keep track of incoming mail if the subject line has been changed to reflect the new subject.
  6. Don’t expect an immediate reply unless the receiver knows you want it. The receiver could be unavailable. Also, some people check e-mail infrequently. If you’re out of the office, an autoresponder can be used to inform others you will get back to them.

Ideas to increase email efficiency:

  1. Use two email addresses: a private one and a public one.
  2. Make a list of common requests. Go through your e-mail for the last few months and compile a list of recurring requests or comments. You’ll find that they fall into specific categories.
  3. Decide how you will respond to these requests. Craft a thoughtful response for each category and create an email signature.
  4. Organize your email into folders:
    • Today
    • This Week
    • Next Week
    • This Month
    • Future
    • Reference
    • Good Ideas
    • Archives
  5. Pick a time of day to tackle emails. Preferably not first thing in the morning.

Question: Do you have an email system that works for you? Please share it here in the "Leave a Reply" box below.

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