There’s been a lot of great tips about email productivity going around on some sites that I enjoyed, so I thought I’d share some of them. Here are a few articles and tips. I have a provided a summary of the top tips from each article.
1. Inbox Zero – http://www.43folders.com/2006/03/27/process-to-zero
- The more email you have been neglecting in your inbox, the more drastic and ruthless your processing must be.
- Step 1 – “Delete the obvious spam, chain letters, and kitty photos. Archive the mailing lists and blog comments (sorting by subject is great for this), all the while identifying, flagging, and relocating all the actual important stuff to a “pending” folder — that’s the stuff that will take your real brain power and valuable time. Just get that sucker down to zero now. Fast. Go.”
- Only when you’re at zero do you return to “pending,” concentrating on short responses and generation of to-dos. Gang your work, stay in one mode, and if you start getting exhaustipated, just take a break and return by running dashes 3-5 times a day.
2. 20 Email Productivity Tips To Become an Email Master – http://www.dailyblogtips.com/20-email-productivity-tips-to-become-an-email-master/
- If message requires a reply, do it immediately
- Separate group messages from individual ones.
- Signatures can save a lot of time, because you won’t need to type a salutation, your name or contact details below every message. Make sure to include only the relevant information there, however. Things like random quotes or images will clutter your messages at best, and annoy the receiver at worst.
- Re-read every email before you send it.
3. Top Ten Tips to Better Email – http://www.businesstrainingworks.com/Productivity/Ten-Tips-for-Better-Email.html
- First and foremost, don’t write what you don’t have to.
- Choose your recipients wisely.
- choose a meaningful subject line. “17 July Product Development Meeting Planning” is much stronger than “July Meeting.”
- Put your main point at the beginning of your message. Many people will not read what you write in its entirety, so say what you need to say early.
- Stay away from decorative fonts, silly pictures, and other unprofessional “artwork” that could detract from your message.
- Include your contact information in your signature block. If people need to call you or mail you something through the regular mail, make it easy for them.
- Finally, check your tone – before you hit send, take the time to read what you have written. That small investment can save you hours in the long run.
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