Tips for Mastering email Tips for Mastering email overloadoverload

By by Stever Robbins of the Harvard Business School Working Knowledge for Business Leaders.

http://hbswk.hbs.edu/archive/4438.html

The ProblemThe ProblemMassive amounts of emails.Massive amount of time to read the emails.Deciding which emails are worthy of your

time.It is exceedingly easy to write, send and CC

someone on an email.Email can distract you from working on the

things that should be your primary focus.

The Problem(con’t)The Problem(con’t)

Emails no only waste time they waist company and project resource (thus $)

The SolutionThe SolutionAccording to Steve RobbinsAccording to Steve Robbins::

Leaders should adopt and demonstrate a new email policy. If people like it ask them to start using it.

Specific SuggestionsSpecific SuggestionsAccording to Steve RobbinsAccording to Steve Robbins::

The subject line should be a meaningful summary of what the email is about.

Bad Subject: Project MeetingGood Subject: Request agenda items for

HR Project Kickoff Meeting.

Specific SuggestionsSpecific SuggestionsFor forwarded messagesFor forwarded messages

According to Steve RobbinsAccording to Steve Robbins:: Many forwarded and Replied emails simply state “I

agree” or something like “Please look into this”. The reader is left with the time-consuming task of

sifting around for the context of the message. Start your emails with enough context to acclimate

your reader. Example: In response to Karen’s request for new

computer monitors, I believe we have budget dollar available to go forward.

Specific SuggestionsSpecific SuggestionsFor FWD/RE: messagesFor FWD/RE: messages

According to Steve RobbinsAccording to Steve Robbins::Always remember include information that

demonstrates why the reader should care.If the email is being sent to multiple

people, ensure that you enumerate what you want for each and every recipient. If you don’t want anything, you probably should not be sending the email to them.

Specific SuggestionsSpecific SuggestionsFor FWD/RE: messagesFor FWD/RE: messages

According to Steve RobbinsAccording to Steve Robbins:: Always remember include information that

demonstrates why the reader should care. If the email is being sent to multiple people, ensure

that you enumerate what you want for each and every recipient. If you don’t want anything, you probably should not be sending the email to them.

Seriously consider sending separate emails with specific content (instead of just sending CC/BC emails.

Specific SuggestionsSpecific SuggestionsAccording to Steve RobbinsAccording to Steve Robbins::

Ensure that requested actions are specific and clear (enumerate exactly what you want and when)

Don’t just forward poorly written emails. Edit them before you send them on. Again , ensure you give the recipient a reason to care.

Specific SuggestionsSpecific SuggestionsAccording to Steve RobbinsAccording to Steve Robbins::

Always insert meeting topics and times in the subject line for all appointments.

Always include the agenda items in all meeting appointments. If you don’t have any agenda items, you should probably not be having the meeting.

Specific SuggestionsSpecific SuggestionsAccording to Steve RobbinsAccording to Steve Robbins::

Keep your emails short (one page or less), concise and to the point.

Get to the main point in the first sentence.If your emailing someone regarding a time-

sensitive matter, don’t assume that they will read and reply quickly. Instead you want to call them on the phone.

Specific SuggestionsSpecific SuggestionsReading/Receiving emailsReading/Receiving emails

According to Steve RobbinsAccording to Steve Robbins::

Check emails at specific times (rather than reading and responding to them constantly)

Answer briefly.