Adding Someone To A Mail Group Through Microsoft Flow Spotlight on Productivity: How to Overcome E-Mail Overload

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Spotlight on Productivity: How to Overcome E-Mail Overload

Do you ever feel overwhelmed by e-mail? Do you spend more of your day going through your e-mail than managing your work? Are you looking for ways to spend less time creating, organizing and replying to messages? Find out how to overcome email overload and be more productive by writing more effective email messages and reducing email volume.

Write effective e-mail messages

Start improving your email effectiveness by creating and formatting easy-to-follow content and using pre-written responses.

Create clear content

Consider these strategies for upgrading your communications with understandable, e-mail messages:

  • Help others prioritize how to act on your e-mail by including a clear, specific subject line and repeating important topic information in the body of the message.
  • Define your expectations in the body of the message. Do you want your recipients to act, respond, read, or just FYI the email?
  • Include only one subject per message. If that’s not possible, describe and number as many topics as 5 items to add to Wednesday’s meeting agenda.
  • When you type the addresses for your message, check who is receiving your e-mail. Many programs try to auto-fill an e-mail address that may not be your intended recipient.
  • Be careful with your tone and language. As with any other communication, match the message to your audience. Unless the reader understands your sense of humor, for example, they may be confused or annoyed rather than amused.
  • In the world of BlackBerry and IM (Instant Messaging) it can be tempting to use acronyms, but only use very common abbreviations like FYI or ASAP, as long as the person receiving your e-mail knows what they mean. .
  • Clearly identify yourself to strangers in your messages and message signatures.

Format e-mail messages readably

Simplify the e-mail messages you send with clean, easy-to-read formatting:

  • Come to the point. Don’t make paragraphs shorter than five or six lines to reduce readability.
  • Limit e-mail text to a single printed page. If you have more text, shorten the message or consider attaching a Word document. Delete previous responses that are no longer relevant to the current exchange.
  • Use a font size of 10 to 12 points, except for headlines, and choose an easy-to-read font style. Apply color sparingly.
  • Add blank lines and white space to separate paragraphs and detail areas.
  • Run the spelling checker and reread the message one last time for clarity and grammar before clicking Send.

Use prewritten responses

If you send some basic messages frequently, such as responses to product information requests, consider saving those responses as signatures that can be included in e-mails so you don’t have to retype them. For most messages, create a default signature that includes your full name, location or title, phone, website, and other contact information.

Reduce the volume of e-mail

Managing the number of messages you send, reducing unnecessary follow-up replies, and determining when person-to-person communication is best are some of the key ways to reduce the amount of e-mail you receive.

Reduce the number of messages you send

Before you write your next email, try actively reducing the number of emails you send:

  • Please read all replies on the topic before responding to the original message. Resist participating in e-mail threads that do not affect your goals.
  • Don’t send and discourage your employees from sending “chime-in” messages with unimportant responses like “thank you” and “you’re welcome.” Do not respond to junk mail.
  • Avoid replying to all unless all recipients need to see your response. Otherwise you are contributing to their e-mail litter.
  • Use the Cc (carbon copy) line only when the subject matter affects the recipient’s work. While it may seem easy to send a message to everyone in a department or your organization, first ask yourself, “Who needs to know? Why?” Most people who get carbon copies assume that they have to do something.
  • Use Bcc (Blind Carbon Copy) to hide large distribution lists or hide the names of selected recipients. All recipients can respond to the message but no one in the Bcc list will receive replies, reducing the amount of e-mail they receive.

De-clutter your e-mail

In addition to starting with fewer e-mail messages, check out other ways to reduce messages in your inbox:

  • Publish frequently requested information on your company website and ensure that the website is updated quickly when changes occur.
  • When you’re sending informational messages that don’t require feedback, discourage unnecessary responses by using formal language and start and end messages that don’t require a reply or just an FYI.
  • Unsubscribe from electronic newsletters you don’t read and move others from your inbox to folders to read during travel or other down times. Never unsubscribe from mailings you’ve started, or you could continue to open a flood of junk mail.
  • If this option is available, set up an out-of-office message that responds to incoming messages when you’re not available to answer your e-mail. Be clear about your response time, when you will be back and who can be contacted in your absence.

Choose voice over e-mail

Many times phone or face-to-face conversations are a better choice than e-mail. Pick up the phone or arrange a meeting when:

  • Building relationships is important.
  • The subject is emotionally charged.
  • There are many intertwined issues to resolve or require lengthy interactive discussions.

Implementing these strategies to overcome e-mail overload can help you become more productive and free from your inbox.

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