Quick Tips On Improving Your Use of Email

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A very short series of slides with some useful tips on how to manage your emails in order to increase productivity.

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Quick Tips On Improving Your Use of Email

  1. 1. Casper Moller December 2007 The Productivity Blog
  2. 2. Email Reading and Responding to Email <ul><li>Read and respond to email at set times </li></ul><ul><li>Start with the newest email you’ve received </li></ul><ul><li>Read the “subject” headings first </li></ul><ul><li>Use the “downtimes” during your day </li></ul><ul><li>Organise by urgency </li></ul><ul><li>Prioritise by sender </li></ul><ul><li>Avoid too many newsletter subscriptions </li></ul><ul><li>If you need to write a long response put it in the diary with a reminder </li></ul>http://theproductivityblog.blogspot.com
  3. 3. Email Sending Emails <ul><li>Use intelligible “subjects” – determine when to change the subject in a response </li></ul><ul><li>Focus on ONE MESSAGE per email </li></ul><ul><li>Make a clear reference to the email you’re responding to </li></ul><ul><li>Only copy the relevant sections of the email you’re responding to </li></ul><ul><li>Be wary of using acronyms </li></ul><ul><li>Use “BCC” when sending emails to many people! </li></ul>http://theproductivityblog.blogspot.com
  4. 4. Email Sending Emails <ul><li>Don’t write in CAPITAL LETTERS </li></ul><ul><li>If you’re unsure of how it will be received – WAIT! </li></ul><ul><li>Be careful what you forward – and to whom </li></ul><ul><li>Don’t send multiple messages in multiple channels, e.g. voice mail, fax and email </li></ul><ul><li>Check spelling and grammar </li></ul><ul><li>Email = postcard </li></ul>http://theproductivityblog.blogspot.com
  5. 5. Email Archiving Emails <ul><li>Make folders and sub-folders </li></ul><ul><li>Use “Key Areas” to create information hierarchy </li></ul><ul><li>Assign rules to automatically route emails </li></ul><ul><li>Clean up! Delete! </li></ul>http://theproductivityblog.blogspot.com

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