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How to Create Super-efficient E-mails Using a Few Simple Steps

Posted by: Miriam | Posted on: August 6th, 2011 | 0 Comments

Have you ever been utterly frustrated having spent AGES trying to find THAT e-mail? You know the one. You received it a while back and it holds the very nugget of information that you need NOW. It’s there somewhere in your system but you’ve searched and searched every way you know how – but you just can’t find it in any of your folders. If only the sender had put some thought into its composition, you’d be able to find it in a click!

Here are some tips to compose super-efficient e-mails so that you don’t cause your contacts the same grief:

  1. Be clear about the purpose of your e-mail. Know what response you need from the recipient. Are you simply passing on information? Do you need information in return? Do you need a response at all? Is your e-mail urgent?
  2. Now use the subject line to explain the purpose of your message. Remember, your contact will use the subject line to process, file and retrieve your e-mail (or not, as the case may be!). Be specific:
    Subject: QUESTION: Are you available for management meeting Mon 3rd 3pm?
    Subject: Reply to your urgent query re Nov accounts
    Subject: URGENT: August Sales Report needed by 5pm Friday this week
    Subject: FYI: Confirming availability for Boston trip. No reply necessary
  3. Be clear and brief in the body of the e-mail. Use concise paragraphs with key-words, bullet points and question marks to make your e-mail easy to respond to.
  4. Different topics? Separate e-mails might be more efficient to process, file and retrieve.
  5. Avoid unnecessary attachments. Sometimes when you include graphics (logos etc.) in your e-mails, these appear to some recipient as actual attachments. They may have to spend time checking them for importance and will not thank you for time-wasters.

I think these few simple steps alone will increase your e-mail efficiency. What do you think ?

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