What’s the number one time management problem I hear when doing time management trainings? Email management. “My email consumes my day!” “I spend all day answering emails!” “How can I be faster at email?” One way to help cut down on your email time is to spend less time writing them. Answer these three questions before starting an email:
1. What is the action item?
I’ve seen emails that are 4 paragraphs long in which the sender doesn’t mention the action she/he would like to see the recipient take until the very last sentence. No need to be unnecessarily curt in your messages, but don’t make it difficult for the recipient to find out the intent of your email. In an email that’s to-the-point, they’ll spend less time reading and you’ll spend less time writing.
2. What is the subject?
Too often I see emails with blank subject lines. A descriptive subject helps your recipient know exactly what to expect in your message. Think of it as a one-line summary, which helps make the body of the message shorter and easier to act upon.
3. Is it necessary?
Because email is so easy, it’s tempting to get into the habit of sending more email than you really should. If your message is not truly necessary, don’t send it. It takes up your time and clogs up your recipient’s inbox. Besides, people are far more likely to overlook an important message from you, if they are used to seeing a flurry of unimportant ones.
Finally, don’t forget that email in general isn’t always the most effective means of communication. Sometimes a phone call, in person meeting, or hand written letter is more appropriate. When you use email efficiently, you’ll minimize the time you waste staring at your inbox.
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