Electronic media has flooded our world. It floods our day and floods our lives. We even attach smartphones to ourselves so we can make sure we don’t miss a drop. Monday tweets and Facebook “back from vacation” status’ boast of over-bulked inbox’s.
Whether you communicate with a “Super-Busy”, are a” Super-Busy”, or both, here are some things to remember.
- Be concise – Keep your emails limited to one line. They may be reading your email on a smartphone, plus, with a simpler message, they’re more apt to respond quickly.
- Communicate action steps first – It’s like a newspaper article, important stuff first. Communicate the action step first, and then you can summarize the meeting, conversation or background info.
- Number your questions – If you don’t number the questions, you’re more than likely going to have a follow up email for clarification. I have found it best to ask the questions in separate emails (see rule one).
- Don’t be passive – Never start emails with, “What do you think about …” Use bullet points for proposals and ask your boss “Do you agree?” This gives them somewhere to start, and helps insure you get a response.
- Include deadlines – “For the project to stay on track, I need a response from you by _____” If a response is optional,try: “If I don’t hear back from you by _____, I’ll proceed with the solution I’ve proposed.”
- Add “FYI” in your subject line for emails that don’t require an action -If you do this regularly, your readers will learn your system and prioritize accordingly.
- Don’t be afraid to reply, “I’ll get to it later” – You’ll get less nagging emails and improve rapport with less apologizes for late replies.
- Don’t send “Thanks!” emails – Guilty, here. Say, “thank-you,” by not adding another email to their inbox.
- Never send an angry or touchy email – 90% of communication is non-verbal. Body language and paralanguage play a huge part. Email is a severely limited means of communication. If you need to let off some steam, write the email, then delete.
- Never “reply all” (unless you’re collaborating) – If the sender is assigned to send the email, they can be relied on to be the point person for the responses. Getting the windfall of replies is like getting hooked into someone’s never ending Facebook mail message banter.
I’m sure you’re super busy, so imagine how much time you saved by reading the bullet points instead of reading the entire article?
You’re welcome.
[via 99percent]
Tell us your email time-saver … if you have time, that is.
Darren says
Great article. One thing I would add though that might contradict the “Don’t send Thanks!” emails. I find it useful to verify that you’ve received communication from someone and “thanks” (or something similar like, “got it”) will do the trick. Although it happens very rarely now, there are times where a person may believe you’ve successfully received and read their email when in fact you may not of (because of those nasty gremlins). The quick reply confirms it that you did receive it.
Eric Dye says
I wondered the same thing, too. As much as the technology has improved and with so many people having email sent to their phone, perhaps needing to inform the sender of our receipt has become archaic?
I was thinking a good reply might give the sender a ballpark idea of when they can expect the action step completed and of course, unlike the Ten Commandments, these rules CAN be broken when needed.
Thanks for your input!
Tom says
People need to read and practice this like whoa.
Eric Dye says
I felt a hint of guilt on a couple of these.
*gulp*
Eric Dye says
“40% of a typical employees day is spent dealing with email. Let’s revolt! Cut down your email & be productive again!” – via @PhilCooke , today.
Eric J says
Number your quesions is a big one it makes it way easier to reply to the ones you can help with.
Eric Dye says
One time I sent my boss an email with three numbered questions. The response?
“Yes.”
The problem was that only two of the three questions were yes or no. From then on, I sent questions separately.
Sometimes you have to mold your “Commandments” to fit who you are communicating to. Being pro-active and mindful of concise communication is key.
Perhaps unlike my reply.
Eric J says
Speak to your audience, that is definitely important.