Valhalla Business Solutions - Business Management Consultants

· Use the technology of your email client

o Create Rules and Folders

o Utilize Junk Mail Folder

o Turn off auto preview and email notification

o Use signature function

· Change your email behavior

o Schedule specific time during the day to complete email

o Don’t take blackberry to meetings

o Utilize subject line effectively

o Keep emails short

Unfortunately today email has become the most used form of communication. Email is abused endlessly!! Emails from two cubes over, countless distribution lists, C.C.’s and even interoffice humor. I love hearing the term “urgent email” which in all senses of the phrase is an oxymoron. Of all the forms of communication it is the least effective form of communication behind face to face, phone and voicemail. Email is a handicap to the most talented people, it allows people who are less effective with oral communication to communicate on the same playing field. It also mistakenly becomes a to do list. Hundreds of emails will be saved as the next thing that must be done. Email is communication only! Not a to do list! Use something else to set your priorities.

I speak with endless managers who say their day is consumed by email. They check during meetings, while they have employees in their office, etc. Of course these managers are also sending out just as many. For every email they send, multiple come back. Consequently the less you send, the less you get!! How can you accomplish this?

Use the technology of your email client

Create rules and folders- First and foremost decide on categories to place your email, boss, peers, team, urgent, C.C.’s, customers and project headers. When emails come in, use your rules to forward these messages to the proper folders. It is easy to assume reviewing emails from your boss would be most important followed by your team and so on. C.C.’s being the least of importance. If you are working on a particular important project have a folder that contains the emails that reference the project.

Utilize Junk Mail Folder- How often do you find yourself on distribution lists that don’t pertain to you, etc. Add them to your junk mail folder.

Turn off Auto Preview and Email Notification- This is self explanatory, but is very distracting while completing other work, meeting with employees, peers and so on. Removing this will keep priorities in line with your to do list. Nothing is ruder than having someone in your office and you check your email notification.

Use the Signature Function- Include your phone number. Give the person you are emailing the opportunity to call you back!!

Change Your Email Behavior

Schedule Specific Time to Complete Email- Email is important so take the time to manage it. Peace of mind comes when time is set aside to complete it. Three times a day should be sufficient. Schedule sometime in the morning, before lunch and before you leave for the day.

Don’t Take Your Blackberry to Meetings- this will be unnecessary to bring after time is scheduled to check email. Remember to all execs, managers and employees. We can all see you checking your email under the table.

Use Subject Line Effectively- Put action items in the subject line. Put “Do Not Respond” when no response is required. Use this as much as possible. Use “Action Required” when your team needs to respond in action to the email. Here are some other examples “Call me,” “Please respond,” “Due by Date,” just to name a few.

Keep Emails Short- Your emails are not read if they are long. Keep them four paragraphs or less. Secondly put the bottom line first! This means tell the story backwards, always tell the ending followed by the details.

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