Email tip: Consider the overall time for the transaction
When deciding whether to email, call or visit, consider the overall time of all parties involved, not just the amount of time it takes you to create and send your email.
Email Best Practice: Use the calendar feature to set up appointments.
Most email programs have a “Calendar” feature that not only allows you to schedule important meetings and due dates, but also sends you reminders and prompts about those important deadlines you have docketed. By using the calendar feature, you can keep track of dates conveniently.
Even more importantly, if everyone in your work group uses the calendar feature efficiently, you can use the calendar search feature to find convenient times to schedule meetings and get-togethers. Doing so will save you valuable time, but only if everyone in the group puts every scheduled item on his or her calendar.
We have all been exasperated with the multiple emails back and forth, trying to find time for a simple meeting.
How much time do these unnecessary emails steal from each recipient’s day?
Work groups that use the calendar feature can greatly increase their efficiency. Furthermore, even if there are some who forget to put scheduled items on their calendars, it generally only takes them one or two times of having to ask the rest of the group for a change of time before they begin using the feature efficiently and consistently.
In my corporate career, after the leadership team became fed up with all the time it took to find time for meetings, we collectively decided to “mandate” the use of the electronic calendar to schedule meetings. Our department of 70+ people was given one week to enter all its scheduled meetings into calendars. We then “required” that all meeting requests, even one-on-ones, be handled electronically. People remarked at how they “couldn’t believe how easy and efficient it was!”
Email Best Practice: Include an auto signature
By including your contact information in every e-mail you send, you make it easy for the recipient to respond to you, whether by e-mail, telephone, or post. Most e-mail programs have this feature. They also have the capability for you to program various auto signatures for you to use with different audiences. A standard, default auto signature might look like this:
Clint
Clint Smith, Vice President
ABC Company
123 Park Road
Anywhere, PA, 19500
610-xxx-xxxx
TF: 877-xxx-xxxx
F: 610-xxx-xxxx
C: 610-xxx-xxxx
Excerpted from Inbox Detox, Acanthus Publishing, 2009
Do you Know this Toxic Emailer: Forwarding Frank
Forwarding Frank forwards e-mails indiscriminately, without editing, or explaining the forward.
Another practice that seems to get people’s goats is to receive a long strain of e-mail correspondence — I have seen some with more than 10 appended e-mails — with the simple statement, “see below.” How will the recipients know which part of which e-mail was important?
Frank’s Antidote: By taking just seconds to “clean up” the forwarded e-mails, and highlighting or even summarizing the most important points, you will save your readers time and confusion. Even more so, you may save yourself from unnecessary return e-mails with questions asking for clarification.
Excerpted from Inbox Detox, Acanthus Publishing, 2009
Email tip: Clean up forwarded e-mails.
When forwarding multiple appended e-mails, either highlight the key points to which you are referring, or delete the extraneous information. This is a very respectful action that will save the recipient extra time.
We have all groaned upon seeing lengthy forwarded e-mails, with simply “see below” as the message.
By noting, succinctly, the main point of the forwarded item – again, in the first two sentences of the e-mail — you will focus your reader’s attention and honor their precious time.
Here is a well forwarded email:
Hi Harry,
Below is Sandy’s recommendation for our new procedure. I have highlighted in yellow the 3 main points.
Gilbert
Excerpted from Inbox Detox, Acanthus Publishing, 2009
Write very specific subject lines
By incorporating detail into your subject lines, you enable the recipient to more easily sort, categorize, prioritize and file your message. “Please bring the attached handout to the Tuesday, 2/10 staff meeting” is much more precise and efficient than “Staff Meeting.”
As an added benefit, when he or she responds, you will know exactly which memo is being responded to.
Sometimes, the entire brief message can be in the subject line. By placing “EOM” (abbreviation for End of Message) at the end of the subject line, the reader will know that there is no need to open the email.
Excerpted from Inbox Detox, Acanthus Publishing, 2009
Email efficiency alert: Immediate email responses CAN’T be the norm!
There was a very interesting article in the NY Times yesterday – on the front page of their business section.
I’m afraid I take issue with professor David E. Meyer’s comment, “The social norm is that you should respond within a couple of hours, if not immediately,” in your article “Smartphone Rises Fast From Gadget to Necessity“
One of the biggest challenges people face when it comes to information overload is the ability to manage work. Those who believe they must respond to email immediately become unable to complete other work. Fifty percent of American workers have their inboxes open constantly, inviting interruptions that cost them several hours every day.
I’d hardly consider expecting immediate responses a social norm. If it is, we are in BIG deep trouble that will only get deeper.
The fact is, most people who send an email generally expect a reply within 24 to 48 hours. If we buy the thought that immediate response is the social norm, work won’t get done. Stop this belief that it IS the norm. It can’t be. If it’s so urgent, pick up the phone!
I do agree that Meyer’s comment that balance is key is spot on. We should control technology – it shouldn’t control us. Off soapbox now.
Thank you,
Marsha Egan, author, Inbox Detox and the Habit of Email Excellence
Email Tip: Assume your readers skim.
Whether you read every single word of every e-mail you receive or not, a recent study showed that most people read only about 50% of an e-mail message. So, when crafting your message, take extra caution to make sure your request is very clear, very easily found, and direct. The shorter the email, the more likely all of its content will be read.
Excerpted from Inbox Detox, Acanthus Publishing, 2009
Do you Know this Toxic Emailer: Thankful Thelma
Thelma responds to just about every email, saying merely “thank you.”
Though often meant as a courtesy, several of my clients say that one of the more frustrating e-mails they receive is the e-mail that merely responds with the word, “thanks.” Like similar one-word wonders, such as “great,” or “OK,” this practice is another time-waster for the recipient who must open and read the email-not to mention recover from the annoyance of having had to deal with it. Remember, every time someone needs to open or read an email, it is a few more seconds lost from doing something more important.
Thelma’s Antidote: Be judicious in your return “thanks.” Every email you send should add value or advance the conversation. (Excerpted from Inbox Detox, Acanthus Publishing, 2009)
Do You Know this Toxic Emailer: Double Checking Dilly?
Dilly sends an email, then calls you a few minutes later to see if you received it.
Some people can’t resist calling you 10 minutes after they sent you an email to “make sure” you received it. In addition to fostering an urgent email culture and causing an additional interruption, this practice is just plain annoying!
Dilly’s Antidote: If it is that important, and you want to make sure the recipient gives your email the attention you believe it deserves, call her first to advise her that the email is forthcoming, and explain the reason for its priority.(excerpted from Inbox Detox, Acanthus Publishing 2009)
