I like just about everyone that I speak with am spending lots of time organizing my e-mail. By processing, I am referring to reviewing, responding and filing messages. As I am trying to be more productive and optimize my e-mail time, I have started to apply the following strategy when processing my mail. Not only does this improve my efficiency but hopefully it will also have a positive impact on those receiving messages from me.
Here my 10 email organization tips for sending quality messages and improving productivity:
- One of my top email organization tips to improve productivity is to structure messages so that they are both clear and concise.
- Limit the e-mail to one subject.
- Get right to the point in the body of the e-mail by clearly defining the reason for the e-mail.
- Use an easy to read format such as bullets or short paragraphs as you detail all relevant background information.
- Clarify any expected next steps at the end of your message.
- If there is information that is needed, be sure that your questions are very specific and number them.
- Make the subject line specific. Sometimes the entire message can be communicated in the subject line.
- Only include your signature in the initial message but not in all subsequent messages.
- If the subject changes along the way, continue to use the same e-mail thread but edit the subject line accordingly.
- Include a greeting in the initial message but not necessarily in all subsequent messages.
Begin implementing these email organization tips to maximize your productivity and minimize the time spent processing email.