Effective And Efficient E-Mailing

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Over the past decade, e-mail has become a vital communication tool in the workplace. The speed, reach and effectiveness of this communication tool has made it the mass communication medium of choice for millions around the world.

Unfortunately, the same qualities that make it such a great business tool have also made it a dangerous waste of time -- when utilized improperly.

Here is a primer on how to minimize the hindrances presented by e-mail, and maximize the opportunities it offers for clear and effective communication in the workforce.
Provide a clear subject heading
Never send an e-mail without a subject heading. An articulate heading allows the recipient to quickly decide whether the e-mail message is pertinent to their immediate concerns. It helps them prioritize their duties without having to read through the message to determine whether the e-mail is important or not.

The subject heading should be specific and should summarize the point of the message rather than vaguely describe what it is about. For example, an e-mail looking to recruit people to help out at the local soup kitchen should read something like “Volunteers reply if interested: Soup Kitchen @ {details}” rather than something like “Volunteers needed.”

If you are replying to a message with an unclear subject heading, add your own clarification at the end of the heading when you reply. This will help the recipient identify the message as a response to his or her own message, and will help clear things up for recipients that may be added on the e-mail list at a later stage of the conversation. As a habit, reply to anyone who has sent you a message without a subject heading and remind them to add one the next time.

Key points:

* Use a subject heading that summarizes the message.
* Encourage others to utilize good e-mail headers as this will save you both time in the future.

Don't be excessive in CC'ing
Some people like to be kept abreast of all developments. Unfortunately, the very act of trying to keep up to date often gives others an excuse to send anything and everything that comes to mind.

Try and resist the need to read everything, and instead try to delegate the responsibility of filtering the information to others. In cases where the information being CC'd is pertinent to your job, try to agree on a standardized subject heading.

When you CC something to others, indicate points that are specific to them. For example, to bring a specific point to the attention of your boss, Tony, you can indicate your point by using the following syntax: Tony -- Please make note of {instructions}.

Key points:

* Try to refrain from CC’ing everyone.
* Call attention to specific points that are important to people being copied on the e-mail.

Filter messages into standardized categories
Many of us subscribe to a mailing list or receive regular routine e-mail that is related to our job or is an interest of ours, but is not critical enough to warrant our immediate attention. These normally contain news or information that we like to keep up to date with but do not want clogging our inboxes.

For those who receive many of these messages, it is often helpful to create “filters” to automatically categorize these messages according to specific attributes of the e-mail message. Most e-mail programs and providers allow the user to set up filters that work as screeners to search through incoming e-mail messages and perform certain functions if the message meets the predefined criteria.

To handle the bulk of these regular correspondences and to save yourself the time of dealing with the clutter, set up filters that will search for specific key words in the message title and automatically organize them into predefined folders.

Key points:

* Filters help you sort through the chaos.

Check your e-mail periodically
Most people need time to settle down and focus or they will not be effective at their tasks. Checking your e-mail every 20 seconds can quickly eat up your day and end up ruining your sense of time management.

Set up regular intervals for when you should review your e-mails. When you sit down to look through your messages, try to respond to them as quickly as possible, even if only to acknowledge that you received the letter.

Procrastination often leads to many messages being forgotten, especially when it gets buried under a fresh pile of newly received e-mails. In this time-sensitive era, people expect immediate answers so do not let your backlog of e-mails get out of hand. Answer them as soon as possible and separate important e-mails that you will need to further follow up on in a special priority folder so they don't get lost.

Key points:

* Minimize distractions by checking e-mails periodically, not every few seconds.
* Reply to your emails as soon as you can to avoid getting caught up in an e-mail mess.

Use bullet points for informal messages
When e-mailing your fellow workers, try and break your message down into separate points so the reader can scan through the e-mail message quickly. If the e-mail is for internal communication between associates who are familiar with one another, there is no need for the sort of formalness that is required in an external e-mail.

An external e-mail to a client should be treated just like a letter or fax to the customer. Write a proper letter; as if you were going to print it out -- unless you have established a cordial relationship with the recipient.

Key points:

* Use bullet points when emailing colleagues.
* Keep external e-mails in a professional letter-like format.

Make use of any flags or read receipt tools
When you are writing a message that requires immediate attention, do not be afraid to use flags to highlight its priority -- the flags in many e-mail programs are designed for just this purpose.

Just as you will notice a report left on your chair, a flag stands out as something to be attended to right away.

"Read receipts" are an equally effective tool because they tell the sender that his message has been read. It saves the need for a phone call followup and can be an enormous time saver when used.

Key points

* Learn how to use tools such as read receipts and flags, and make use of them regularly.

Separate large attachments
Have you ever been bogged down with an attachment that takes too long to download? It is especially important to take time to label file names and e-mails when a large file is involved. If you know that your recipient is likely to access the e-mail on the road, separate the attachment into a new e-mail and describe it as such in the message subject. Explain what is contained in the attachment in the message body. A clear description ensures that the recipient has enough information to decide whether the attachment is worth opening -- and whether it is safe to do so or not.

Also, you should ZIP or compress files if they are really large so you can reduce their size and the time it takes to download them -- but be aware of the recipient's ability to unzip them.

Key points:

* Be extra cautious when you’re sending large files.
* Be clear about what you are sending people.

the path to better e-mail etiquette
E-mailing is one of the most powerful business tools of recent times. Used properly, it can save you time and money. If it is misused, however, it may cost you. Make a habit of practicing a good e-mailing protocol, and your efficiency in the workforce will improve greatly.