How to Efficiently and Effectively Reply to Emails

Email assists us in being more efficient and effective both with our professional and personal lives; there are times when a little discretion goes a long way.

Difficulty: Moderate

Instructions

Things You'll Need:

• Email correspondents
• Common sense
• Thoughtful responses

1. 
    
   ready to send out!

   Both in the work place and at home, we all look forward to receiving emails throughout our days. These cyber messages not only keep us "in the know," but they help us do our jobs. In an effort at being more efficient/effective email users, however, there are times when one has to exercise some common sense before hitting the "send" button after responding to someone's message. Please take note as to whether there are multiple recipients on the email you received. If there ARE, DO NOT answer by "replying to all." One exception would be if your answer really DOES apply to ALL other recipients. Just send it to the author or the text, so as not to clutter up the other recipients' mailboxes unnecessarily.

2. 
    
   and...send!

   The next step in replying to a message is by NOT COMBINING multiple subject matters or themes in a single email. This will complicate and confuse things. It might even slow down response time. Keeping it brief and one issue at a time will ensure a prompt, accurate response.

3. 
    
   wait it out

   Please proof-read, re-read and double check your message prior to hitting the send button; do a spell and/or grammar check. Further, do not instantly follow up an email by instant-messaging or calling the person who just sent you a message. Give them ample time to read your email and respond at their convenience (as opposed to YOUR convenience)!

Tips & Warnings

• Don't forget to run the spell check through your messages before sending! CRITICAL, CRITICAL step!
• Make sure you choose the right person when there are two people with the same name, otherwise, you might find yourself in a pickle.

[fraph]

on 9/7/2009 The emails just dont stop...make them go away please!!!

[modough]

on 2/21/2009 Great e-mail tips! It always drives me crazy when people don't follow step 2 and put multiple subjects in an e-mail or respond on an unrelated subject. By the time you get to the end of the back and forth e-mail chain, you don't know where you started!

[e-Rambler]

on 1/11/2009 Great article.

[bigthowell]

on 1/11/2009 Another great job... emails may be a bit of an art form.

[techsavvy]

on 1/11/2009 by the way... 5* and recommended! :)