Lean Office Transformations
Welcome to Lean Office Transformations - a newsletter designed to save you time and become more efficient. References to Lean Manufacturing and Lean Office refer to a productivity philosophy created by Toyota which is now adapted by companies worldwide.
|
Productivity Pointer: Getting a Response to Your Emails
If you've ever wondered whether or not people read your emails, you might take a closer look at how you're writing and structuring them to begin with. Everyone is on information overload these days and email only adds to the "bombardment" feeling. Here are 7 tips to keep in mind when crafting your next email in which you are requesting information or tasks of someone else.
- Use accurate Subject Lines. Avoid nebulous subjects such as "FYI" or "Friday's meeting". Being specific with subject lines will help others know exactly what you're writing about. Good examples of well-written subject lines include: Agenda for committee meeting on 7-19-11, Action Required: Marketing Materials for new product launch, Final Draft for Fall Training Proposal
- Get to the point within the first 1-2 sentences. You want the recipient to immediately know why you're writing and what you need. For example: I'm working on next year's training budgets; please email me by July 22nd what you anticipate to be your department's needs for training in 2012.
- Be concise. Don't be known as the babbler or rambler. Everyone is busy and everyone gets too many emails. Keep it short and simple.
- Put requests in bullet or numbered format. If you are asking for 2 or more things, use bullets or numbers. People can more easily identify with lists in these formats and will be more apt to meet your requests.
- Check your grammar and spelling. While email is considered to be an informal means of communication, it is a direct reflection of you and your organization. Take the time to not only use Spell Check but to read through your email before pressing send.
- Ask yourself, "Would I read this email?" If it is visually too long or confusing in any way, shape or form, then rewrite it.
- Use the phone if you think your email will turn into a Volley Email game of several email strands. Often a 30-second phone call can cover the same items that would result in an exchange of 4-8 emails.
|
The Golden Rule of Email
"The more you send the more you shall receive."
-Audrey Thomas
|
|
Check This Out
For more reading on Productivity, Lean Office, or Organization, check out our Article Bank. |
