Avoid the Email Time Management Trap
By James A. Baker
Founder and Chairman
Baker Communications, Inc
Email has become such an important part of our lives that we simply can’t live without it; we hate it and resent it, but we can’t live without. However, part of the problem with email is that we confuse familiarity with proficiency. In other words, we assume that since we know how to use email, we must be using it effectively. Nothing could be farther from the truth.
If you want to convert your email efforts from a trial to a tool, start practicing these time saving email tips:
1. Use specific subject lines. “Help,” “Announcement,” or "Question" provides no value as subject lines. Maximize the subject line's message. Smartphone users will get the message quickly; everyone will appreciate the clear summary. Sometimes it is best to put the entire message in the subject line: “ Jack, can we set the meeting for 3 pm tomorrow?”
2. Get to the point. Put the important points in your message first: put dates, deadlines and deliverables in the first one to three lines of the message (if not also in the subject line). People are busy; if they can’t grasp your point immediately, they will quit reading.
3. Be careful with the "BCC" field. Sometimes using the BCC is just plain deceitful or unethical. What is worse, blind recipients sometimes hit "reply all," revealing the deception. You are better off posting the initial message and BCC no one. Then forward your sent message to others with a brief explanation.
4. Stop robotically forwarding forwards of forwarded emails. Unless your reader needs to know the entire history of an issue, cut out the strings of previous messages. Explain the reason you are forwarding. Summarize the discussion to date if you need to: “The customer needs more information about our delivery schedule. Can you send him an updated proposal?” You know what? This would probably fit in the subject line and save a lot of confusion...
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