Start improving your email effectiveness by creating and formatting easy to follow content, and by using pre‑written responses. Note: although some of the features mentioned are specific to Microsoft Outlook, most of these ideas can help you manage your email and time regardless of the email program you use.
One of the keys to writing good email is to empathize with your recipients. Simplify the email messages you send with clean, easy-to-read formatting:
If you want to reduce the volume of email you need to handle, make sure you create clear messages. Consider these strategies to upgrade your communications with understandable, e‑mail messages:
|GOOD||Your invitation to the upcoming CBA Awards Luncheon on March 12th|
|BETTER||CBA Awards Luncheon March 12th; RSVP by February 28th|
If you send a few basic messages over and over again, such as a reply to a request for product information, consider saving those responses as signatures that can be inserted into email so you don’t have to retype them. For a majority of messages, create a default signature with your full name, position or title, phone, website, and other contact information. Depending on your business and use of Outlook, you may also want to include links or addresses for social media sites such as LinkedIn, Facebook, and Twitter. Applying these best practices will help you create better email messages.
Discover more Outlook shortcuts, tips and tricks here.
By Dawn Bjork, MCT, The Software Pro®
Microsoft Certified Trainer, Technology Speaker, Software Consultant