In a recent article, venture capitalist Fred Wilson shared his struggles with email management as well as all the ways he has experienced: “Every time I reach working status productivity, then, after all, huge email volumes will crush me. ”This is a very common problem. While time is invaluable and we are all overwhelmed by the number of emails we receive every day, what is the solution here?
It's time to take a closer look at the problem approach with your eyes and apply the "simplest" strategy. In this article, we will provide you with a list of effective ways to write and manage email. A sincere piece of advice: It's not always polite to be top priority, but sometimes you need to change to get the job done and get the desired response.
1. WRITE BRIEF
Nobody likes to read a long email like 1 page A4. A good rule of thumb is to keep the email length in just a few lines. If the content doesn't allow you to write so short, try to shorten them as much as possible. Many people now often read emails on their phones, so the shorter you write, the easier it will be for people to read - and the sooner you'll get a response.
2. GETTING TO DO FIRST OF EMAIL
Let's say you have to write a report email about a recent meeting. The usual order will be: start with a meeting summary, then come up with solutions drawn from the meeting. But the important information here is that the solution ends after a lot of work in the meeting, and you leave it to the end. This mistake makes it easy for the reader to miss information. Correct it by identifying the main subject of the email and putting this information to the top.
3. NUMBERING QUESTIONS
This is a simple but very common mistake: Many people don't have the habit of reading emails carefully, and the fact that you put questions together side by side without separating them by numbering makes it easier for readers to understand. wrong and only answer the first question that caught their eye. And then you have to write an email asking them again.
4. EXPRESSLY express what you want to achieve
General emails like "What is your opinion about X ... what?" Often don't work. Always be proactive in communicating so that the content is fully understood by readers. If you want to come up with suggestions to come to an agreement, list these ideas as bullet points. If you want to present a plan to your supervisor, communicate your approach to the problem and ask if they agree with you. Even if they disagree, emails that express their points of view are more likely to be responded to than casual, general writing, and force email recipients to raise issues.
5. There is a deadlock limit
Some people believe that writing down the deadline (deadline) to reply to the email seems a bit arbitrary. On the contrary, I realize that successful and busy people welcome these deadlines. They help them organize email responses into their tight schedules. If you are required to get an answer from them, please include an email: "In order for the project to go on track, I need to receive a reply by the latest day of the 18 / 1." Even if the reply is not needed Therefore, you should still include the deadline: "If it is not until the date of 18 / 1, I will implement the solution I have proposed."
6. MOUNTING THE "FYI" MOUNTAIN TO EMAILs DO NOT CONTAIN IMPORTANT INFORMATION
There are emails that only include information about the job situation to keep everyone updated. But even these emails need to be labeled accordingly so they can be prioritized accordingly. I usually label "FYI" (For Your Information) at the beginning of the emails for information dissemination only, without requiring the recipient to take any specific action. This makes it easier for recipients to sort emails by priority, whether they just glance at the mailbox or filter by proper rules.
7. IF I CAN'T, SAY YOURSELF
If someone sends an urgent email about a job you can't finish today (or this week, this month), send a brief email letting them know when you'll get started with the job. The sender will be less anxious, and you will avoid receiving emails of their urging or complaint later. In addition, this action helps you to keep peace: It is easier for you to explain why you have to leave the job later than to be late to apologize later when you are late.
8. ADD A CREATIVITY SUITABLE FOR EMAIL TITLE
We all have a habit of skimming the mailbox to decide which one to read now and which to leave later. The subject line is the most important thing to help us evaluate the importance and need of the email, so depending on the case, please start the subject with phrases such as "FOR APPROVAL:" (Wait for approval :) or "SCHEDULING REQUEST : ”(Need planning) or“ FYI ”. Even treat email headlines as newspapers - you should try to make them meaningful and compelling. Readers will be caught captive by curious titles.
9. DO NOT USE EMAIL TO CHANGE TOGETHER
Email is a very limited means of conveying emotions, so sending angry emails is the stupidest thing you can do. In most cases, they only bring you more anxiety and problems to solve. In fact, these emails can sometimes help you to feel emotional, so, if necessary, discharge all anger into an email and then delete it. When arguing is unavoidable, meet your opponent or call them. The narrow language of email is easy to mislead.
10. NEVER "REPLY ALL" (UNLESS REQUIRED)
If you receive an email sent to a whole group of people, when writing the best reply you should not press the "reply all" button. By the person who sends you the letter and the rest of you have a duty to sum up the response. Remember: If you have to use the "reply all" button, it is probably best to respond by meeting people and talking, which is much more effective than discussing your work in a bunch. email bubble.
Source: Saga.vn
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