In Part 1 of this two-part article, we looked at how you can start improving your email effectiveness by creating and formatting easy to follow content, and by using pre‑written responses. Now, discover ways to stop unnecessarily contributing to other people’s overflowing Inbox, and look at some of the email practices to avoid when you are writing your next email message. 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.
Some of the top ways to cut the amount of email you receive are to manage the number of messages you send, reduce unnecessary follow-up replies, and determine when person-to-person communication is a better choice.
Before you write your next email, seek to actively reduce how much email you send:
There are often times when phone, face-to-face conversations or even an instant or text message are a much better choice to e‑mail. Pick up the phone or arrange a meeting when:
Put these techniques to work to create better email messages and to reduce the volume of email you send.
Discover more Outlook shortcuts, tips and tricks here.
By Dawn Bjork, MCT, The Software Pro®
Microsoft Certified Trainer, Technology Speaker, Software Consultant