Workplace Issues
How to avoid email overloadAs professionals with overflowing in-boxes may attest, people are doing more typing than talking when communicating on the job. SUN WIRE SERVICES |
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Results from a recent OfficeTeam survey show that early two-thirds (65%) of executives prefer to receive email over other forms of communication, up from 34% a decade ago. The preference for face-to-face meetings, paper memos and voice mail has dropped.
Diane Domeyer, executive director of OfficeTeam, a leading staffing service, noted that while email offers convenience, this ease comes at a price. "Many professionals receive an overwhelming amount of email, which makes it easier for messages to get lost in the shuffle," she said.
"Two benefits of electronic communication are the immediacy and historical context it provides, including the ability to maintain a record of conversations and obtain project updates from coworkers and business colleagues."
To avoid email overload and ensure your messages are well-received, OfficeTeam offers these five tips:
Make it clear. State the purpose of the message up-front, followed by back-up details, so the important points will show up in the recipient's email viewing pane.
Avoid copying everyone. Only forward messages to those who are directly involved with the topic you're addressing. Likewise, don't "reply all" if others on the string don't need your response.
Keep it brief. Don't expect others to read a long message or email chain. If it's important for someone to have the background information, forward it, but provide a brief summary first rather than saying "see below."
Don't cry wolf. Only mark a message "urgent" when it is truly critical for the recipient to read it immediately.
Provide context. Describe the email contents in the subject line so the recipient can prioritize messages and search for your note in the future. When appropriate, include the required action and deadline; for example, "For your approval 12/27: XYZ budget."
Domeyer noted that, although email is fast, it isn't the most appropriate medium for all communications. "Often, tasks can be accomplished more quickly and clearly with a phone call or face to face," she said.
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