Email has become the primary mode of communication today and many people have started depending on it completely. The question is: is that really required? Not always.
If you depend completely on emails you will have an influx on a daily basis and you won’t be able to keep track at all. This is the reason why you should reduce email usage and use it only when it is necessary. There are other means of communication such as direct meetings that prove to be more effective in numerous situations.
Here are tips to help you reduce your dependence on emails:
Use Email Only When it is the Best Communication Option
As aforesaid, you can’t always depend on email for everything. There are other means of communication that are better options. For example, if you have to start a new discussion, don’t ever do it through email. Either pick up the phone and make a call or call for a meeting. Segment all the conversations in this manner and then use email only when it is the appropriate means of communication.
Anticipate the Response
Needless emails generally drag due to unnecessary questions. Instead of doing that, you should anticipate the response and the questions the recipient may ask. You should write the email accordingly, answering those anticipated questions beforehand so that the conversation is cut short.
Use Bullets and Headlines
People don’t like reading big paragraphs. If you don’t want your email to be ignored or taken lightly, you should make it attractive. You can do that by using various bullets, headlines, and so on. Make sure you bold the important points so that the recipient catches them without fail. Highlight the call for action, too.
Create Email Templates
Creating email templates will help you save a lot of time. Most of your mails are surely similar. For example, mails to employees will be similar and mails to clients will be similar. Instead of always writing from scratch, create templates so that you send emails out quickly.
Establish Email Preferences
Let the entire company know what your email preferences are. Make sure the entire company doesn’t CC you on every email. Let them know what you’d like to receive and how often you’d like it. That will cut down numerous emails.
These steps will enable you to cut down unnecessary emails.
Email is an easy means of communication but that doesn’t mean you use email for everything. Emails should be restricted to only certain topics and discussions. If you depend on emails for everything you will have an influx of emails that will frustrate you and you will lose track of everything. Keep it limited to keep your sanity.