Effective Communication Using Email

Due the huge volume of email we get each day at my company, I have compiled some ways in which we could use email more effectively. These recommendations may help to reduce unnecessary email and help you review and respond to emails in a timely manner.

1. Unsubscribe from unwanted mailing lists and distribution groups.
2. Review your email only 3 times a day. Email is a distraction and a huge time waster. Don’t spend all day on email! Email should be used only at scheduled times (unless there is an emergency or you are working in real-time with others -- such as when doing QA). Do not interrupt your work time and fall into the trap of responding to email immediately as it comes in.Turn off all email notifications. (pop-ups, sounds, etc.)

• Turn Off all IM & chat software and IM notifications (pop-ups, sounds, etc.)
• Minimize Outlook
• Don't look except at scheduled times, such as 3 times each day (Morning, before lunch and afternoon (say at 9 AM, 12 AM and 4 PM).
• Let people know that if they need to get a hold of you urgently, call.

3. Don't review email when you are communicating with other people (on the phone, when others are in your office, etc).

4. Learn to write effective email messages.

• Use effective Subject Lines.

• Never use a blank subject line. Always use very specific and descriptive subject lines so that the purpose of the email may be understood without having to read the content of the message.
• Create abbreviations in your Subject line to use in intra office emails to signify what the email is about or if it requires an action (e.g., AR = Action Required, ANO = Announcement, MSR = Monthly Status Report, DNR = Do Not Respond, EOM = End of Message - The message is the subject, there is nothing in the body of the email). When using abbreviations please put them in UPPERCASE. If you have a short request just use the Subject and leave the Body of the email blank. If you do this, just end your subject line with "EOM" this will let us know that we do not need to read further.
• Updating subject lines so that they are relevant (e.g., PLEASE REVIEW:, FEEDBACK NEEDED: or ACTION NEEDED:, etc. are helpful).

• Keep your emails short. Write at most 3 to 4 paragraphs in an email with each paragraph containing 2 to 3 sentences MAX. People will not read more! If you need to say more use voice mail, or face to face.
• Use the TO: line effectively. In general, the TO: line should include only the individuals to which you are directing your email. TO: recipients are people that you want to review your email fully and respond if required.
• Use the CC: line effectively. In the CC: line include individuals that may be interested in your email or may like a copy of your email for reference. Assume that CC'ed recipient will often not review your email as thoroughly as TO: recipients and most often will not respond.
• Don't respond to everyone who has been cc'ed in an email with unnecessary comments (such as "Thanks" or "OK"). Just respond to the particular person you are answering and then only respond with relevant comments (such as "Done" or "Will have it on Wednesday at 11 AM", etc.)
• Attachments don't get read. If you must send one, tell the reader to look at page 2 and page 9, those are the key parts, for example or highlight the most important points in attachment.

5. Use the GTD method to mange and organize your email and your email folders, and to be sure your inbox is empty. (I spent a lot of time creating and changing my email hierarchy until I found a really effective folder and naming structure.) Keep a very flat directory structure to store your reference emails. Use these fantastic programs:

• The GTD Outlook Add In
• ClearContext
• The MSN Desktop Search
• Outlook Junk E-mail Filter (Set to High)

6. Priority of Communication (From best to worst.) If you can, always try to communicate to others in the following order. Email is the last (least rich) method of communication.

1. Face to Face
2. Phone
3. Voice Mail
4. Email

For more tips on how to use email effectively, listen to the Got-Email? podcast from Manager Tools.