Author: Lee Dong Wook
link: https: //www.zhihu.com/question/19600890/answer/48234606
Source: know almost
copyrighted by the author. Commercial reprint please contact the author authorized, non-commercial reprint please indicate the source.
link: https: //www.zhihu.com/question/19600890/answer/48234606
Source: know almost
copyrighted by the author. Commercial reprint please contact the author authorized, non-commercial reprint please indicate the source.
The following is the most able to deal with your good habits to improve efficiency.
A habit: every message do that day, keeping your inbox empty state of
Rome in a day, and the mailbox that hundreds of letters unread messages is not accumulated up overnight. Like many things in life, as if always thinking, "Wait until you have time come to deal with it", those messages have not been read, he will forever live in your mailbox stationed down, never lingering .
Therefore, you should try to reach the state, is in the end of the day when the inbox empty, all the day's messages are processed properly. This is not an easy habit to do, but it will give you a great harvest. The following are a few habits around how can we mailbox "Nissin Bi" to expand.
Of course, such a request does not want you to spend all day staring at the mailbox, jumped on to new messages. If so, is it upside down, to handle mail as the job? Some people advocate the day to open the mailbox only one or two, focus on the message, all the rest of the time into work. It is a good idea, the workplace can help people stay focused on the important work, avoid distractions. Of course, this approach also has negative effects, such as might make you miss the best time to take action.
Compromise is the "immediate reply" and "timing reply" in combination, for important contacts sent by mail or e-mail may contain important information quickly take the necessary action. And the rest of the message, then arrange a fixed time to focus. Outlook common platform with the corresponding function to help us achieve this arrangement.
First of all, you need a desktop mail options will be in service reminder closed. So you do not have to be disturbed every time you receive a new message, so you can focus on work matters.
Then, by setting mail rules mentioned above, as an important contact emails from, or contain terms such as "urgent", "immediately" and other words to open the desktop e-mail reminder to yourself to get in the first time for important tips Mail some action.
Finally, you have to deal with other messages time for ourselves. Frequency and time can be determined based on the content of their work. But it is recommended not to handle mail first thing in the morning as the thing to do. This is because usually the morning time, especially the time has begun to work, your brain is most exuberant, suitable for handling the most difficult, the most important challenge of the work. E-mail is easy to distract you, so that you can not devote all our energies. Therefore, to avoid having to check your email becomes the first thing in the morning.
Habit 2: Each message read only one
way many people deal with messages like this: After reading a message, the mind needs to think about what action to take, after probably have the answer, feel the problem has been resolved, and my heart to this message marked with a big hook, think that even if the message has been processed, then went to see the next one, repeat the above action. Such people do psychologically is basically an idea that is going to after all new messages are read again, and then take action together. Open the message for them, a bit like opening presents, never read every e-mail has become a process of reading can give them a little satisfaction. But immediately take action on the next mean to open a gift interval becomes longer, and so had to fall over and over to see all the messages, first meet to say.
But the reality is often, even before all the messages are read, there are other things to take out, attention is then transferred onto other things. Isochronous To come back to continue processing the message, only to find just read, there have been roughly in mind the answer read messages, although in general there is still the impression, but not so determined for specific content. Therefore, only go back and take the time to really seriously re-read it again, for further consideration. So repeatedly, time would be lost unknowingly.
To solve this problem, only to come up step by step approach: read-only e-mail strict demands on themselves again and take appropriate action immediately after reading, and please put the mail out of your inbox. Only by doing so, you have to waste time looking back, that day will be possible to process each message. The following habits can help you stick to this once-read-only requirements.
Habit 3: Perform 4D processing for each message
4D refers to the action represented by four English words, they are: Action (Do), forward (Delegate), shelving (Defer), delete (Delete). This action covers four action may be performed for any message. This is an effective way by the American publisher Michael Hyatt first proposed.
Action
If, after reading you need to find a message containing up to you to complete and can be done in a very short time task, then you have to take action immediately. For example, a message asking a simple business problem and you just happen to have readily available information, or e-mail you set aside time next week to interview graduates. Reply to an answer, create a new meeting in the calendar, which can be completed in minutes. In this case you do not have any reason to delay.
At this point, the work of the founder of GTD method by David Allen (David Allen) proposed a well-known "2 minute rule" that any within 2 minutes that could be done, should immediately go about it. This is because any judgment on the 2-minute things done, induction, plan the time spent will be greater than the time it took to complete, so in addition to immediately do it, there is no more effective way. David even proudly declared himself two minutes in order to have a more accurate concept, leave the body once the stopwatch to accurately record the time spent on those little things.
We obviously do not need to do so extreme, 1 minutes and 59 seconds to do immediately hands, 2 minutes and 1 second thing on the shelf. But David truth is plausible, we can learn when dealing with e-mail.
Forwarded
In this case, you have to act now, add a description of the task in the original message, requirements, together with a variety of information people will need to use to perform the task of informing their way to seek help, then forwarded to the appropriate person for the job. While forward, we must also remember to notify the original sender by Cc or get a separate e-mail this matter has been transferred to someone else handle.
Shelve
Some people have this question, so hold up, would not stay in your inbox with the same thing? So the question is not unreasonable. If you put "on hold" as the Inbox folder alternatives, no matter what kind of tasks are divided indiscriminate of installed inside, it is clear that the Inbox folder is no different with a mountain of e-mail. However, if such a message is put "on hold" folder before you do the following steps, the effect was significantly different between the two:
First, you must strictly control the number of messages into this folder. This requires that you faithfully judgment message does not belong to you can immediately "action" or "forward" category. This is to avoid "shelved" folder becomes particularly critical shadow inbox.
Secondly, you have to estimate the approximate time needed to complete the work. If the task is beyond the requirements of the time you can come up with time, we should consider telling the sender to find a solution.
Then, you want to transfer the mail before this work is recorded in the list of agency matters. The aim, once the one hand, to avoid falling into the message "hold" category go down the drain, on the other hand, also by such a recording, the importance and urgency of the work is determined, prioritize, in order to arrange the subsequent processing sequence .
After these steps are completed, the mail will be able to successfully separate the Forum Search to "shelve" the folder.
About mail distinguish primary and secondary, we have another way. We can create another separate "CC" folder, and then create a mail rule that all messages are copied to the object as received, are automatically placed in this folder. We wait will be mentioned, among habits, contact CC Mail column is not the main subject of communication messages. So, your name appears in the CC column, you can be more sure that this message is not high importance to you, therefore, to use mail rules to automatically store these messages alone together, and so complete more important work and then come back to deal with them. This can help you better manage their daily workflow.
delete
Here to emphasize the "decisive" deleted, because some people with mental disorders can not talk to delete the message. This is not joking, on the behavior, stop hoarding goods, not discarding anything, compulsive neurosis (which is what we usually call "OCD") of one of the symptoms. This behavior is derived from humans and other animals gather and store food for harsh environments and instinct disaster. However, in extreme cases, this instinct will evolve into a mental illness. English have a special word to describe this behavior, called hoarding, it can be translated as "hoarding." Performance in life, is that anything may be useful in the future, and therefore reluctant to discard. Final at home stuffing, and even scraps of place at all. In the sitcom "2 Broke Girls", the hero once to a hoarding patients cleaned the room.
Of course, most people do not to this point, but it should be more or less in their own or the people around him have seen the shadow of such behavior. In the work, we may also become "hoarding" patient e-mail. To overcome this tendency, need to recognize the fact that so few:
· any message is needed now, you have been saved in the "Processed Mail" folder;
So unless you can now know why this message is needed, otherwise "decisively" to put it into the trash.
How to write an e-mail
after understanding how to manage e-mail received every day, let us look at how our own from the start, write high-quality e-mail, reduce the other end of the computer our partners to handle e-mail burden.
When handling a lot of the burden of e-mail messages because the words do not convey, lengthy caused confusion. Really concise, purposeful messages rare. Perhaps this is because, send an e-mail is so easy to do, a few minutes to write an email, and almost no cost, so that people rarely as carefully worded letter writing paper as before. The accelerating pace of work also contributed to the objective of generating spam without "walking heart".
However, e-mail has become one of the most important means of communication in the business environment. It is such an important position should do to raise awareness, the ability to write an e-mail, is a career man in the beginning of each entry should spare no exercise, as soon as possible to master the skills. Following these recommendations, I believe can help you quicker transition from a novice to master. You will notice that almost all of the recommendations, can be attributed to a principle to go, and that is empathy, standing on the recipient's point of view, to imagine what the recipient receives an e-mail would be more willing to read on It would be more willing to take action. Grasp this principle, in fact, you can find more tips that can facile.
If have to send an email - before writing the message, think about whether there is a better way to communicate. In some cases, face to face conversation or a phone call than a dozen e-mails to and fro much more effective. Do not let laziness be your e-mail tool, and only choose to communicate via e-mail only when really needed.
Distinguish the difference between human and Cc - To and Cc who is also a part of the message, and arrangements for these two columns are also capable of transmitting large amounts of information. In general, the rules of the convention is that only the recipient objects column of contacts is the real message sent. That is the message in the words to say to those who listen to this column. And copy a contact bar, just sit identity. This attend identity, perhaps because the recipient is on the lower level of the contact column, need to be aware of the things mentioned, or because the message is mentioned, add a column to show courtesy CC, numerous reasons. Among these subtle differences, the sender will need to be properly fathom, whether to give the information and mail content contradictory person on the To and Cc arrangements.
Good use of the title - the title with <action> <information> or <request> and other words that you want recipients glance summary of actions taken while using the main content key information and sketched out the message, such as "<message> April 3, 2014 meeting with Wang sales summary "this title, is more than mere" "and" <request> R & D department in May 2014 separator purchase requisition meeting summary, "" purchase Requisition "bring income people more effective piece of information.
An email with the subject - to streamline your e-mail, as far as possible an email talk about a subject. People instinctively conflict lengthy e-mail, and more willing to act on the information easy to grasp. So the more dapper-mail, the communication can play a good effect. If you can not do a theme, please change the subject limited to less than three. As we mentioned in a speech that chapter.
Tips to make a long e-mail - if the content itself can not determine the message to be brief, in the beginning of the title or body of the message to the reader, "This is a long message" prompt, and explain why you need a longer length. This is not only out of respect for other people's time, it is easy to win the recipient's identity, people better prepared, more likely to spend time reading your mail.
A clear structure for long messages - Mail reaches a certain length, in fact, entered the scope of the report. In this case, you will need structured the entire message. Use subheadings, numbers, black, italic, and underline mail and other means of logic and clues clearly marked, help the reader understand your ideas.
Light Marker chain letters, quoted part - when replying or forwarding a chain e-mail message containing a long list of the quoted part highlighted marked. You know, you do not necessarily like you to send objects to the following chain letters fingertips. When you easily wrote, "as shown in the previous message," when your readers are likely to spend a few minutes to find the section you are referring to, and therefore discouraging, will to act will be reduced.
Keep the mail editing simple - careful use of non-generic font, size or color. Without the uniform provisions enterprises copy of conflict, try using the default font and font size, the use of black as the text color. Only when necessary to use black, italic, and underline common text editing tools display focus. This is done to reduce the cost of the recipients to read, you do not have to adjust their message and reading habits.
Summary of action points - has always been concerned with the need for a meeting action points a reason for the need to take action the recipient of the message, in a prominent position of the body, namely the beginning or end, action will be summed up in the form of bullet points, you can easily collect people follow-up piece. "What I need to do?" Is always a problem when the recipient read the message most concerned about, if you can not answer this question in his prominent position, it is likely that he will soon lose interest in reading, or ignore hiding in between the lines action request.
A variety of options to the recipient - do something for the needs of the recipient of the message, try to give a variety of options for action. For example, in the declaration of the annual budget to the department manager, instead of saying "please review the annual budget attached", as such terms:. "Please review the annual budget in the annex to this budget possible if you believe that, in the system approval. If there is any need to modify, please call any time I call or raise your questions by e-mail. If you do not have time to do a detailed review, I if you could spare 10 minutes when facing you explain budget details? If You want to later review, please note that the deadline for submitting the budget approved 23 this month. "this avoids an email back and forth to discuss possible solutions to reduce the burden on both sides.
Time to add attachments - although not forget to add accessories outrageous thing to do in that I would rather awkward situation sender. To avoid sent an email in a hurry and forget to add an attachment, the best way is not to wait until the entire message and then come back to finish add an attachment, but in the process of writing, when referring to an annex on readily to add attachments to e-mail them. When multiple attachments, such an approach is especially important. Although it may reduce the speed of composing a message, but you can make sure your outgoing messages will always maintain professional standards.
As Exhibit Number - If your message contains multiple attachments, numbered them. In this way, even if you add an attachment order is wrong, the recipient also can learn from No. accessory you mentioned in the text which followed.
Caution "Important" label - only in the mail is really very important or urgent cases, before choosing to use "Important" label. This is the story of a wolf with a reason. If you have every message with a red exclamation point that, over time, no one will put your so-called "important" message seriously. The "Important" label as a valuable resource, only to use only when really needed in order to achieve it would have the desired effect.
Rereading Mail - Before you click Send, the message re-read it again. In doing so, can you stand the recipient's point of view to check whether the message is simple enough and clear, without ambiguity, whether the focus of prominent, the reader can quickly find the information and action points needed. Province out of the top management of e-mail in time, it should be used in such a place.
Turn on automatic correction function - to your e-mail auto-correction feature settings before sending. A typo can make your professional image greatly reduced, although the auto-correction feature does not recognize all of the omission, but it can help you discover the obvious embarrassment of errors.
Delayed messages sent - if you're the kind often in the moment of clicking send, realized I left out some critical information to the people, it is recommended that you enable delay sending e-mail function built-in. The delay time can be set freely, five minutes is a good choice, leaving you enough time to "go back." My colleagues have told me more than once, the delay function saved their "life."
A habit: every message do that day, keeping your inbox empty state of
Rome in a day, and the mailbox that hundreds of letters unread messages is not accumulated up overnight. Like many things in life, as if always thinking, "Wait until you have time come to deal with it", those messages have not been read, he will forever live in your mailbox stationed down, never lingering .
Therefore, you should try to reach the state, is in the end of the day when the inbox empty, all the day's messages are processed properly. This is not an easy habit to do, but it will give you a great harvest. The following are a few habits around how can we mailbox "Nissin Bi" to expand.
Of course, such a request does not want you to spend all day staring at the mailbox, jumped on to new messages. If so, is it upside down, to handle mail as the job? Some people advocate the day to open the mailbox only one or two, focus on the message, all the rest of the time into work. It is a good idea, the workplace can help people stay focused on the important work, avoid distractions. Of course, this approach also has negative effects, such as might make you miss the best time to take action.
Compromise is the "immediate reply" and "timing reply" in combination, for important contacts sent by mail or e-mail may contain important information quickly take the necessary action. And the rest of the message, then arrange a fixed time to focus. Outlook common platform with the corresponding function to help us achieve this arrangement.
First of all, you need a desktop mail options will be in service reminder closed. So you do not have to be disturbed every time you receive a new message, so you can focus on work matters.
Then, by setting mail rules mentioned above, as an important contact emails from, or contain terms such as "urgent", "immediately" and other words to open the desktop e-mail reminder to yourself to get in the first time for important tips Mail some action.
Finally, you have to deal with other messages time for ourselves. Frequency and time can be determined based on the content of their work. But it is recommended not to handle mail first thing in the morning as the thing to do. This is because usually the morning time, especially the time has begun to work, your brain is most exuberant, suitable for handling the most difficult, the most important challenge of the work. E-mail is easy to distract you, so that you can not devote all our energies. Therefore, to avoid having to check your email becomes the first thing in the morning.
Habit 2: Each message read only one
way many people deal with messages like this: After reading a message, the mind needs to think about what action to take, after probably have the answer, feel the problem has been resolved, and my heart to this message marked with a big hook, think that even if the message has been processed, then went to see the next one, repeat the above action. Such people do psychologically is basically an idea that is going to after all new messages are read again, and then take action together. Open the message for them, a bit like opening presents, never read every e-mail has become a process of reading can give them a little satisfaction. But immediately take action on the next mean to open a gift interval becomes longer, and so had to fall over and over to see all the messages, first meet to say.
But the reality is often, even before all the messages are read, there are other things to take out, attention is then transferred onto other things. Isochronous To come back to continue processing the message, only to find just read, there have been roughly in mind the answer read messages, although in general there is still the impression, but not so determined for specific content. Therefore, only go back and take the time to really seriously re-read it again, for further consideration. So repeatedly, time would be lost unknowingly.
To solve this problem, only to come up step by step approach: read-only e-mail strict demands on themselves again and take appropriate action immediately after reading, and please put the mail out of your inbox. Only by doing so, you have to waste time looking back, that day will be possible to process each message. The following habits can help you stick to this once-read-only requirements.
Habit 3: Perform 4D processing for each message
4D refers to the action represented by four English words, they are: Action (Do), forward (Delegate), shelving (Defer), delete (Delete). This action covers four action may be performed for any message. This is an effective way by the American publisher Michael Hyatt first proposed.
Action
If, after reading you need to find a message containing up to you to complete and can be done in a very short time task, then you have to take action immediately. For example, a message asking a simple business problem and you just happen to have readily available information, or e-mail you set aside time next week to interview graduates. Reply to an answer, create a new meeting in the calendar, which can be completed in minutes. In this case you do not have any reason to delay.
At this point, the work of the founder of GTD method by David Allen (David Allen) proposed a well-known "2 minute rule" that any within 2 minutes that could be done, should immediately go about it. This is because any judgment on the 2-minute things done, induction, plan the time spent will be greater than the time it took to complete, so in addition to immediately do it, there is no more effective way. David even proudly declared himself two minutes in order to have a more accurate concept, leave the body once the stopwatch to accurately record the time spent on those little things.
We obviously do not need to do so extreme, 1 minutes and 59 seconds to do immediately hands, 2 minutes and 1 second thing on the shelf. But David truth is plausible, we can learn when dealing with e-mail.
Forwarded
If you find a message that is mentioned work can be transferred to a more suitable person, or people may be done more cheaply, the task will have to try to arrange it. For example, the audit check often encounter digital work. This thing a CPA and can not do better than an intern, but the time cost of the CPA is often several times interns. This kind of work, we need a reasonable forwarded to other junior staff to complete. High-level staff at the time of liberation can only be made by their task.
In this case, you have to act now, add a description of the task in the original message, requirements, together with a variety of information people will need to use to perform the task of informing their way to seek help, then forwarded to the appropriate person for the job. While forward, we must also remember to notify the original sender by Cc or get a separate e-mail this matter has been transferred to someone else handle.
Of "action" and "forward" these kinds of messages after treatment, may need to record the original message into "Processed Mail" folder, you can delete the remaining.
Shelve
When the e-mail mentioned in the work must be done by you, but apparently not completed in a short time, put them aside temporarily, into one called "hold" in a separate folder, it is to remain empty inbox a good way.
Some people have this question, so hold up, would not stay in your inbox with the same thing? So the question is not unreasonable. If you put "on hold" as the Inbox folder alternatives, no matter what kind of tasks are divided indiscriminate of installed inside, it is clear that the Inbox folder is no different with a mountain of e-mail. However, if such a message is put "on hold" folder before you do the following steps, the effect was significantly different between the two:
First, you must strictly control the number of messages into this folder. This requires that you faithfully judgment message does not belong to you can immediately "action" or "forward" category. This is to avoid "shelved" folder becomes particularly critical shadow inbox.
Secondly, you have to estimate the approximate time needed to complete the work. If the task is beyond the requirements of the time you can come up with time, we should consider telling the sender to find a solution.
Then, you want to transfer the mail before this work is recorded in the list of agency matters. The aim, once the one hand, to avoid falling into the message "hold" category go down the drain, on the other hand, also by such a recording, the importance and urgency of the work is determined, prioritize, in order to arrange the subsequent processing sequence .
After these steps are completed, the mail will be able to successfully separate the Forum Search to "shelve" the folder.
About mail distinguish primary and secondary, we have another way. We can create another separate "CC" folder, and then create a mail rule that all messages are copied to the object as received, are automatically placed in this folder. We wait will be mentioned, among habits, contact CC Mail column is not the main subject of communication messages. So, your name appears in the CC column, you can be more sure that this message is not high importance to you, therefore, to use mail rules to automatically store these messages alone together, and so complete more important work and then come back to deal with them. This can help you better manage their daily workflow.
delete
Previously mentioned "action" and "forward" to delete the two types of mail processing Needless to say any more. Another type of situation is the nature of the e-mail notification only, you do not need further action. In this case, when you take in the future it will be used to determine the mail into the "processed messages" folder after, the remaining messages that you want to delete decisive.
Here to emphasize the "decisive" deleted, because some people with mental disorders can not talk to delete the message. This is not joking, on the behavior, stop hoarding goods, not discarding anything, compulsive neurosis (which is what we usually call "OCD") of one of the symptoms. This behavior is derived from humans and other animals gather and store food for harsh environments and instinct disaster. However, in extreme cases, this instinct will evolve into a mental illness. English have a special word to describe this behavior, called hoarding, it can be translated as "hoarding." Performance in life, is that anything may be useful in the future, and therefore reluctant to discard. Final at home stuffing, and even scraps of place at all. In the sitcom "2 Broke Girls", the hero once to a hoarding patients cleaned the room.
Of course, most people do not to this point, but it should be more or less in their own or the people around him have seen the shadow of such behavior. In the work, we may also become "hoarding" patient e-mail. To overcome this tendency, need to recognize the fact that so few:
· any message is needed now, you have been saved in the "Processed Mail" folder;
· While it does not need any, but you feel the message will be used in the future, and ultimately will not be used;
· How to find later need to use e-mail has been deleted, your colleagues will always be a good man it holds;
If no one save this message, then this message not important.
So unless you can now know why this message is needed, otherwise "decisively" to put it into the trash.
How to write an e-mail
after understanding how to manage e-mail received every day, let us look at how our own from the start, write high-quality e-mail, reduce the other end of the computer our partners to handle e-mail burden.
When handling a lot of the burden of e-mail messages because the words do not convey, lengthy caused confusion. Really concise, purposeful messages rare. Perhaps this is because, send an e-mail is so easy to do, a few minutes to write an email, and almost no cost, so that people rarely as carefully worded letter writing paper as before. The accelerating pace of work also contributed to the objective of generating spam without "walking heart".
However, e-mail has become one of the most important means of communication in the business environment. It is such an important position should do to raise awareness, the ability to write an e-mail, is a career man in the beginning of each entry should spare no exercise, as soon as possible to master the skills. Following these recommendations, I believe can help you quicker transition from a novice to master. You will notice that almost all of the recommendations, can be attributed to a principle to go, and that is empathy, standing on the recipient's point of view, to imagine what the recipient receives an e-mail would be more willing to read on It would be more willing to take action. Grasp this principle, in fact, you can find more tips that can facile.
If have to send an email - before writing the message, think about whether there is a better way to communicate. In some cases, face to face conversation or a phone call than a dozen e-mails to and fro much more effective. Do not let laziness be your e-mail tool, and only choose to communicate via e-mail only when really needed.
Distinguish the difference between human and Cc - To and Cc who is also a part of the message, and arrangements for these two columns are also capable of transmitting large amounts of information. In general, the rules of the convention is that only the recipient objects column of contacts is the real message sent. That is the message in the words to say to those who listen to this column. And copy a contact bar, just sit identity. This attend identity, perhaps because the recipient is on the lower level of the contact column, need to be aware of the things mentioned, or because the message is mentioned, add a column to show courtesy CC, numerous reasons. Among these subtle differences, the sender will need to be properly fathom, whether to give the information and mail content contradictory person on the To and Cc arrangements.
Good use of the title - the title with <action> <information> or <request> and other words that you want recipients glance summary of actions taken while using the main content key information and sketched out the message, such as "<message> April 3, 2014 meeting with Wang sales summary "this title, is more than mere" "and" <request> R & D department in May 2014 separator purchase requisition meeting summary, "" purchase Requisition "bring income people more effective piece of information.
An email with the subject - to streamline your e-mail, as far as possible an email talk about a subject. People instinctively conflict lengthy e-mail, and more willing to act on the information easy to grasp. So the more dapper-mail, the communication can play a good effect. If you can not do a theme, please change the subject limited to less than three. As we mentioned in a speech that chapter.
Tips to make a long e-mail - if the content itself can not determine the message to be brief, in the beginning of the title or body of the message to the reader, "This is a long message" prompt, and explain why you need a longer length. This is not only out of respect for other people's time, it is easy to win the recipient's identity, people better prepared, more likely to spend time reading your mail.
A clear structure for long messages - Mail reaches a certain length, in fact, entered the scope of the report. In this case, you will need structured the entire message. Use subheadings, numbers, black, italic, and underline mail and other means of logic and clues clearly marked, help the reader understand your ideas.
Light Marker chain letters, quoted part - when replying or forwarding a chain e-mail message containing a long list of the quoted part highlighted marked. You know, you do not necessarily like you to send objects to the following chain letters fingertips. When you easily wrote, "as shown in the previous message," when your readers are likely to spend a few minutes to find the section you are referring to, and therefore discouraging, will to act will be reduced.
Keep the mail editing simple - careful use of non-generic font, size or color. Without the uniform provisions enterprises copy of conflict, try using the default font and font size, the use of black as the text color. Only when necessary to use black, italic, and underline common text editing tools display focus. This is done to reduce the cost of the recipients to read, you do not have to adjust their message and reading habits.
Summary of action points - has always been concerned with the need for a meeting action points a reason for the need to take action the recipient of the message, in a prominent position of the body, namely the beginning or end, action will be summed up in the form of bullet points, you can easily collect people follow-up piece. "What I need to do?" Is always a problem when the recipient read the message most concerned about, if you can not answer this question in his prominent position, it is likely that he will soon lose interest in reading, or ignore hiding in between the lines action request.
A variety of options to the recipient - do something for the needs of the recipient of the message, try to give a variety of options for action. For example, in the declaration of the annual budget to the department manager, instead of saying "please review the annual budget attached", as such terms:. "Please review the annual budget in the annex to this budget possible if you believe that, in the system approval. If there is any need to modify, please call any time I call or raise your questions by e-mail. If you do not have time to do a detailed review, I if you could spare 10 minutes when facing you explain budget details? If You want to later review, please note that the deadline for submitting the budget approved 23 this month. "this avoids an email back and forth to discuss possible solutions to reduce the burden on both sides.
Time to add attachments - although not forget to add accessories outrageous thing to do in that I would rather awkward situation sender. To avoid sent an email in a hurry and forget to add an attachment, the best way is not to wait until the entire message and then come back to finish add an attachment, but in the process of writing, when referring to an annex on readily to add attachments to e-mail them. When multiple attachments, such an approach is especially important. Although it may reduce the speed of composing a message, but you can make sure your outgoing messages will always maintain professional standards.
As Exhibit Number - If your message contains multiple attachments, numbered them. In this way, even if you add an attachment order is wrong, the recipient also can learn from No. accessory you mentioned in the text which followed.
Caution "Important" label - only in the mail is really very important or urgent cases, before choosing to use "Important" label. This is the story of a wolf with a reason. If you have every message with a red exclamation point that, over time, no one will put your so-called "important" message seriously. The "Important" label as a valuable resource, only to use only when really needed in order to achieve it would have the desired effect.
Rereading Mail - Before you click Send, the message re-read it again. In doing so, can you stand the recipient's point of view to check whether the message is simple enough and clear, without ambiguity, whether the focus of prominent, the reader can quickly find the information and action points needed. Province out of the top management of e-mail in time, it should be used in such a place.
Turn on automatic correction function - to your e-mail auto-correction feature settings before sending. A typo can make your professional image greatly reduced, although the auto-correction feature does not recognize all of the omission, but it can help you discover the obvious embarrassment of errors.
Delayed messages sent - if you're the kind often in the moment of clicking send, realized I left out some critical information to the people, it is recommended that you enable delay sending e-mail function built-in. The delay time can be set freely, five minutes is a good choice, leaving you enough time to "go back." My colleagues have told me more than once, the delay function saved their "life."