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Overwhelmed by Email
Transcript of Overwhelmed by Email
Tips on email etiquette to help
you manage sending and receiving emails Finding a way out of the e-mail dilemma
Call the person on the phone
Initiate an OC chat for quick questions
Text someone your question
If you need it in writing – you may need to stick to email especially if you need the response in writing. Use the Appropriate Tool,
Email is not the only Option Using CC on Emails If they are important enough to be sent the information, they should be in the to: field, if not consider omitting their name. Send email to those
who have the action, OR
only those who need the information If you need to copy the recipient’s manager, or your own manager – state why so that they understand why they are receiving the email.
Using the cc: field can be confusing for the
recipients as they might not know who should
take action on the email message. It's a Balancing Act Of course you didn't, it was way too much information in a terrible format
For example: use FYI in subject line or you can flag the email as an information only email using the outlook tools. Try not to use the cc: field unless the recipient in the cc: field knows why they are receiving a copy of the message. Bottom Line:
Utilize the subject line
State your call to action early
Be clear with your message
Use an easy to read format
Be brief What do you need from me and when do you need it? Always clearly state your expectations
Get to the point
Provide Simple, Clear objectives of the e-mail Time management
How does e-mail management fit into what has to be done?
Competing Priorities - Keeping current with e-mails Establish a regular time to check email each day Don’t use email for urgent communications Do not use email
to try and achieve a consensus decision - it would be best to
schedule a meeting If a problem isn’t solved
in three emails – pick up the phone or go see the person face to face,
if possible Use of the four “D’s”, Delete it, Do it, Delegate it, or Defer it. Delete it
If it is NOT important, and you don’t need to keep it for reference - delete it immediately. Do it
If it can be done in two minutes or less, “Do it” - reply, file, call, etc. Delegate
If it isn't for you, or if you can, delegate, (or forward) it. Defer
If you need to do it, but it takes longer than two minutes (including reading), defer it.
If you defer an email it is recommended that you mark it as unread or utilize flagging options in Outlook. You can flag emails for a specific date or use the default items. Trust
In your next 1 on 1 with your manager, discuss expectations regarding being copied on email.
Be clear on your expectations.
Is there a specific time when they would need to be copied on an email?
Employees need to know the expectation. Let's all try to get our email down to something more managemable. If we try a few of these suggestions, we can all get to a more manageable level of emails When sending emails, you should be clear of your expectations of the recipient of the email and you should be sure to let them know in the email exactly what you need them to do. They need to know at a glance, what do you really need from me by when? Therefore, to ensure that your email will be read and given the correct amount of attention you should ensure it includes all of the following information. You will need to ensure that the subject line you use tells the recipient of the email the exact they need to know in order to be aware of what the email pertains. Please use a few well-chosen words or just enough words so the person knows what the email is about in a glance or brief review of the email that you just sent to them. If your email contains more than half a page, then your reader probably did not read the entire email as it was such a long email that they were overwhelmed just by all the words on the page. And the call to action is so important especially if you need a quick response. Ensure you have stated your call to action and provided a date for responses. We all receive way too many e-mails and there are many other ways we can communicate with each other rather than email. How about on occasion when the situation presents itself to just pick up the phone and call the person about the subject that you need to discuss with them? Or is there any way that this subject or information can be gathered by the use of Office Communicator? There are indeed times when Office Communicator or the phone can be used instead of sending an email. But do remember if you have to have the information in writing, you probably should use email. If you need it in writing – make sure the person is aware that you need the information in writing. Did you get all that?