Not every mail can be answered immediately, other messages do not require an immediate response. However, you can also set the message to a reschedule in order to prevent the e-mails that are triggered by an e-mail.
Priority, time and the like can be provided with an alarm function. As with calendar and task entries, the user is then reminded of the completion of a particular mail by means of a screen reference.
Significant subject lines
When you send a mail, you formulate a meaningful subject line. This can even sometimes replace the other text. In this case, you indicate this with a corresponding abbreviation. For example, I use "owN" as an abbreviation for "without further notice".
Please also make sure to use your own subject in your answers. If you do not find a concise subject line, this is often a sign that the content itself is not so important. Not sent mails are good mails!
One task per mail
Also make sure that a mail you send has never more than one task. It is best to complete this with a corresponding deadline for the answer. This increases the pace of processing by the receiver.
Use text building blocks
For frequently sent mails, which have the same content in whole or in part, it is worthwhile to develop templates and text modules. These can be stored in the Drafts folder as prescribed mails or, if required, can be conveniently used with just one key combination.
However, the context of the message should be kept in mind: No receiver wants to be fed up with prefabricated phrases. The best results are provided by individualized messages based on the building blocks.
Save attachments separately
Anyone who trusts that he quickly finds studies in PDF format, Excel evaluations or reports in the form of Word documents in mail folders, is wrong. Attachments are not crawled by the keyword search of most mail programs.
File attachments should therefore be stored in the corresponding folders on the computer, instead of the complicated detour via the mail program.
Address book categorize
Depending on the size of your address book, it may be difficult to filter out addressees individually.
Fortunately, programs such as Lotus and Outlook allow you to create personal distribution lists or assign entries to specific categories, such as customers or vendors. It is also possible to define categories that meet their own business processes.
Thanks to the increasing popularity of smartphones, many mails now contain the addition "Sent to my iPhone", which justifies the brevity of the mail as well as the missing formatting and signature line.
How would it be to add this add-on occasionally also under Mails, which were written on the PC? So you have a good argument to answer the mail with only one to two sentences.
4 Concluding tips
- Mails can be a curse. You will again be a blessing if you set clear rules for yourself and your employees.
- Do not start the retrieval of yours eMails in the working day.
- Edit your mails according to the rules defined here
- For more information, please refer to the work flow chart developed by me, which is located in the reader section of the blog www-zeit-macht-geld.de (password: productive)
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