More Email Etiquette…

 

Keeping on top of your massively overloaded inbox becoming too daunting a task? One quick way to organise through your emails is to reply quickly and concisely. Here’s a view on replying efficiently…

If you’re staring at that overbearing inbox and are considering the possible numerous amount of times you have tried to tackle it… and failed. well one solution to your problem is to ignore pure organisation and start replying efficiently… without removing quality.

A few simple steps start here:

• Be Concise
• Begin with “actions” first
• Number any questions
• Be concise and remember Clarity!
• Make a deadline
• Make note of projects you’ll start later
• Don’t send thank you emails unless totally necessary
• Ignore thoughts of angry or sarcastic emails (you don’t need to send them, they don’t need to read them)
• Never “reply all” unless its an absolute must.

The idea is to keep everything short and to the point, which is how emails should always work. They are not lengthy conversations or project starters, save that kind of discussion for face to face or at least Skype.

This is somewhat of a metal template for being concise, correct and polite but also efficient, and remind you that not all emails are in need of a reply. If you can delete it, delete it.

Email Values–Clarity…

 

Clarity is key in communicating, particularly in a time when what you want to say can be limited to 140 characters or less.

But one place I find this miscommunication has no excuse is the common every day email. You know those emails you read once, repeat read, and after several attempt’s you’re still completely clueless as to what the sender is trying to say? Annoying right?

Well if you recognise a terrible email, this doesn’t mean  you’re guilt free of sending them.

In order to be understood, particularly online, you need clarity, and even though email is a particularly quick form of communication, this does not give you rights to be quick with what you say. Its simple, when you write your email; read  it, spellcheck it, and re read it so you don’t end walking away post clicking send looking the fool.

Here are a few ideas to start you off..

When you’re composing your email, be up front and clear with what you are trying to say. The reader shouldn’t have to get out a dictionary or thesaurus to understand what you are trying to say, don’t muddle your email with unnecessary language. It does nothing but frustrate everyone.

Remember, clarity is  better than cleverness, you may fancy yourself a masterful wordsmith like a Mr Stephen Fry in my previous post but like he states, what is the English language if it is not enjoyed.

Don't let your words get in the way of your message

Next time you're composing an email, give some attention to clarity. Can you understand what the email is about by the subject line? Are you burying your message? If not, good for you! If you're not a saint (I'm not), re-evaluate your email miscommunications.

More posts on the subject of Email will follow.