Tips for cultivated e-mail communication – How emails simply get better
E-mails are a very efficient and practical means of communication. They are fast, convenient and practical and can make business communication much easier.
Around 80 percent of our communication in everyday business life now takes place via e-mail. But: the way e-mails are currently used, unfortunately they often cause you, your colleagues and your customers extra work, disruptions and stress!
But there are some methods and tricks that each of you can use to optimise your e-mail behaviour and make your daily work with e-mails even easier.
The most important tips to take with you
- Organize your inbox
- Do without optical and acoustic input signals
- When writing, think of the recipient
- Write about one topic per e-mail
- Formulate meaningful subject lines
- Structure your e-mail in a visually clear way
- Formulate short and understandable sentences
- Formulate positively and actively
- Reply to e-mails as quickly as possible
- Send back the original e-mail only if necessary
- Send e-mails in “copy to” only if really necessary
- Send bulk e-mails to customers only with hidden distribution list
- Send large file attachments only if desired or necessary
- Use “read receipts” and “high priority” sparingly
- Check text and attachments before sending Think before printing
Don’t just collect all incoming e-mails in your inbox. instead, create a folder structure in your e-mail program to manage incoming and outgoing e-mails according to projects or topics. ideally, use the folder structure from your respective group drive for this purpose. in this way, you can structure your filing system systematically, make it easier to search for specific e-mails and do without the printed filing system.
Today, e-mails clock the working rhythm of many professionals: About 75 percent of them interrupt their work immediately when new messages arrive. deactivate the optical and acoustic signals that indicate new e-mails. The signals interrupt your work permanently, weaken your productivity and can lead to a lack of concentration.call up your e-mails deliberately. take your time to read and answer incoming e-mails every 30 minutes, for example.