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Actually this is a growing problem in many workplaces now. Did you know that as many as two million emails are sent every minute of the day? that makes nearly three billion a day! and we spend our working lives sorting through the darn things…52 hours a year is spent just sorting our junk mail.
Spam and junk email has become the scourge of office life along with those irritating people who send a constant stream of internal emails every day cc-ing the whole company in the process…do we really need to do this? short answer..no.
Just as you’d spring clean your desk, your home and office space at certain times ( well, hopefully you do ) so should you do the same to your inbox; here’s a few suggestions in how to manage your emails and get on top of them rather than the other way around…
Make sure you have an effective spam filter in place…
You shouldn’t open any spam e-mail - why? - because as soon as you open the e-mail it notifies the sender thus telling them that this is a valid e-mail address. They know how long you’ve looked at it, when you looked at it and did you go back to it. Quite scary actually. Spam it and delete it.
Be specific in who you email…
Yep, have a think…does every man and his dog need to read this missive? One of most annoying things about e-mail is the sheer number of them that we receive that aren’t addressed primarily to us. Remember that ‘cc’ is for information only purposes and that is all it should be used for - not for simply spreading a message quickly.
Write properly and clearly…
it means simply that. I hate bad spelling and in particular text speak i.e how r u…? Drives me mad and just about everyone I know. Ensure people understand exactly what you are saying even if you have to use a few extra lines to do this.
Tackle and lessen any interruptions…
I think it does start to stress people out. Simply by changing the way you have your e-mail application set up, you can start to reduce some of that stress.
Consider some email training…
It is so easy to write an email but the main problems many people have is simply with the communication side of things. Make enquiries about a course in this and brush up your skills. Never hurts to do this.
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