In a recent article, venture capitalist Fred Wilson shared his struggles with email management and all the methods he'd tried: "Every time I reach a productive point, the sheer volume of emails eventually overwhelms me." This is a very common problem. With time being invaluable and us all overwhelmed by the daily volume of emails, what's the solution?
It's time to reconsider your approach to problem-solving with a more cautious eye and adopt a "simplicity is key" strategy. In this article, we'll provide you with a list of effective ways to write and manage emails. A word of advice: Politeness shouldn't always be the top priority; sometimes you need to adapt to achieve better results and get the desired response.
1. WRITE CONCISELY
Nobody likes reading an email that's a full A4 page long. A simple rule is to keep emails to a few lines. If the content doesn't allow for that length, try to keep it as concise as possible. Many people now read emails on their phones, so the shorter you write, the easier it will be to read – and you'll get a response sooner.
2. PUT THE TO-DO TOP OF YOUR EMAIL.
Let's say you need to write an email reporting on a recent meeting. The typical order would be: start with a summary of the meeting, then move on to the solutions derived from it. But the crucial information here is the solutions resulting from the many efforts made during the meeting, and you put it at the end. This mistake makes it easy for the reader to miss the information. Correct this by identifying the main subject of the email and placing this information at the beginning for easier management.
3. NUMBERING THE QUESTIONS
This is a seemingly simple but very common mistake: Many people don't have the habit of carefully reading emails, and arranging questions side-by-side without separating them with numbers can easily lead to misunderstandings and make it difficult to manage. They might only answer the first question that catches their eye, and then you'll have to write another email asking them the same question.
4. CLEARLY EXPRESS WHAT YOU WANT TO CONVEY
Generic emails like, "What are your thoughts on X…?" are often ineffective. Always be proactive in your communication to ensure your message is fully understood. If you want to offer suggestions for reaching an agreement, list these ideas in bullet points. If you want to present a plan to a superior, communicate your approach and ask if they agree. Even if they disagree, emails that express your views directly are more likely to receive a response than vague, general emails that leave the recipient to figure out the issue themselves.
5. THERE IS A DEADLINE FOR RESPONDING
Some might think including a deadline for a reply in an email seems a bit authoritarian. However, I've found that successful and busy people actually welcome these deadlines. They help them manage email responses within their packed schedules. If you absolutely must get a response, include: “To keep the project on schedule, I need a reply by January 18th at the latest.” Even if a reply isn't necessary, you should still include a deadline: “If I don't receive a reply by January 18th, I will implement my proposed solution.”
6. LABEL EMAILS THAT DO NOT CONTAIN IMPORTANT INFORMATION WITH “FYI”.
Some emails simply contain work-related information to keep everyone updated. But even these emails need appropriate labels so they can be prioritized for easier management. I usually label emails that are purely for informational purposes and don't require any specific action from the recipient with "FYI." This makes it easier for recipients to prioritize emails, whether they just glance at their inbox or filter them using a more structured system.
7. IF YOU CAN'T, SAY YOU'LL DO IT LATER.
If someone sends you an urgent email about a task you can't complete today (or this week, or this month), reply with a brief email clearly stating when you'll start on it. This will ease the sender's anxiety, and you'll avoid receiving nagging or complaining emails later. Furthermore, this helps maintain harmony: explaining upfront why you need to postpone the work is much more understandable than a belated apology for being behind schedule.
8. ADD A TOUCH OF CREATIVITY TO YOUR EMAIL SUBJECT LINE.
We all have a habit of skimming our inboxes to decide which emails to read now and which to read later. The subject line is the most important thing in assessing the importance and urgency of an email, so depending on the situation, start your subject line with phrases like “FOR APPROVAL:” or “SCHEDULING REQUEST:” or “FYI”. Even treat writing email subject lines like writing articles – you should try to make them meaningful and engaging. Readers will be drawn to intriguing subject lines.
9. DO NOT USE EMAIL TO ARGUE
Email is a very limited means of conveying emotions, so sending an angry email is the most foolish thing you can do. In most cases, they only bring you more anxiety and problems to solve. Actually, these emails can sometimes help you release your emotions, so if necessary, vent your anger in an email and then delete it. When conflict is unavoidable, meet with the other person or call them. The limited language of email easily leads to misunderstandings.
10. NEVER REPLY TO ALL (UNLESS IT'S MANDATORY)
If you receive an email addressed to a group of people, it's best not to click the "reply all" button when replying. The sender and the others are responsible for compiling the responses. Remember: If you absolutely must use the "reply all" button, it's probably more effective to respond in person; it's far more efficient than discussing work in a tangled mess of emails.
Source: Saga.vn
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