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Email Productivity tips

By Edited Nov 13, 2013 0 0

Email Productivity Tips Part 2:

a) Write more concisely
Emailing isn't a humanities or literary subject that you have to write essays for, type just enough to get the point across clearly and leave it at that. Heck, your recipient will probably even be grateful you sent a short and pithy email than a thesis they must dig through!

b) Use shortcuts and cut corners ruthlessly
Use a software, there are many out there available on the interwebs, you can find them easily by clicking on the common blue links with a description that suits your uses. What you need is like a emailing template/customisation program that allows you to create sample replies or certain batches of words so you can make the work of clearing your inbox easier. Such pre existing text bundles let you create and use a few sizes fits all responses to questioning emails and pleading requests that one usually find oneself drafting the same responses over and over and over again.
This might even improve your writing, having had a custom template you can easily use over and over again, that you can revise to make your emails more to the point and concise, short without losing its substance and value. Best of all, on the whole it will take less effort!

c) delete
There's a button there on your keyboard! Well you can't exactly use that for mail, but hey that is what the rubbish bin in your outlook box is for! One of the worst things to come with emails are spam, and that's where you have to exercise your delete button! Even worse are those junky chain mails your colleague passes along. Fire away and delete it!

d) Create Gates for your Mail
No I don't mean bill gates, I refer to the more old fashioned use of gates where they are designed to keep certain stuff out and let certain things in. By setting up additional and smartly designed filters, (you can either install plugins for your email client or do a google search for things you could do) you can knock away not just the junk stuff, but also allow your email client to automatically sort incoming mail into their respective folders for easy processing. If you're using gmail, they even have something nifty for you to perform data analysis on your emails. I think it was called Mail Trends.

e) Create some groups or folders to chuck into. For example, I tag emails coming from my expense management blog into a separate folder, so it doesn't clog up my entry screen, as well as dumping it into a nice place where I can look at it at my own own leisure at a later time. Trust me, it certainly makes things much easier

And that's it for part 2!

If you missed out part 1, its here on email productivity.



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