Try to think how many emails you send e.g. a year and how much time it takes. Office workers cannot be surprised to learn that they spend one or two months a year just responding to emails. And imagine that you have to read all the messages that come to you, too. It is, therefore, very important to learn how to communicate effectively via e-mail. HR Communication advises how to manage email better:
Read and evaluate
Not every email requires immediate response. Each email, however, should be immediately processed - either answed, deleted or archived for later response. Act according to 1) who sent you the message, 2) how urgent the message is, 3) how it fits into the context of your current work, and 4) what additional steps are expected from you.
Clearly define what messages you are interested in
Explain to your people what type of emails they souhld send you in a copy, when you prefer email and when you prefer telephone or personal interview. The rule of setting expectations applies here as for any other project.
Combine topics and do not communicate just by email
Remember that when you send a lot of messages, you will receive a lot of messages. Especially when you have more things to deal with one person, prefer a phone call or personal meeting.
Set aside specific time for processing email
Do not let your email open throughout all day. Set aside specific time frames and tell your superiors, subordinates and customers about it. If someone wants to reach you urgently, teach him to use the phone.
In general, email communication is not suitable for sharing sensitive and negative news or extensive strategies. Try to formulate your message as simple as possible to avoid misunderstandings. If you want to get your email read, choose a subject that will interest the recipient. If describing more issues, use bullets and numbering for better orientation in the text. Attach deadlines and expected actions. If writing the email would take longer than 15 minutes, pick up the phone instead.
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