Work Smart: How to Cut Down Email Time
- Pencil Case | 22foramoment.wixsite.com/every-day
- Feb 4, 2021
- 3 min read
Updated: Apr 30, 2021
Someone in the office suggested that I provide a sharing session on “Working Productively” at our monthly Professional Development Sharing Session.
“C’mon, you are one of the most effective persons I know!”, she coaxed. Urrmmm...weak smile, slow nod.
That weekend, I pulled out my notebook - yes, those pencil and paper ones, if you can nostalgically recall, and started to put some thoughts down.
As I pondered and iterated, it seems that a major component of office productivity is often about managing communications - namely email communications.
Productivity Tools
I'm a huge advocate of productivity tools like Trello, Slack, Monday. I do think ofcourse that the choice of the tools is influenced by the work and industry you work in.
Besides moving a lot of project conversations to productivity platforms like the ones mentioned above, there are also a number of ways to reduce the amount of emails.
Must-Know Strategies to Reduce Email Time
A consistently implemented email strategy can save a good 20% of your work day - Hey, no kidding!
Here are some strategies I apply (sorry, the below hyperlinks only work on desktop view and not mobile view)
1. Structure emails with key messages
The amount of emails you receive is often a direct result of how you communicate.
In order to get less emails but more complete and on-point information, you must structure your emails so that people are responding promptly, clearly and comprehensively.
Do this by planning out your key messages before you start on your email.
2. Help readers quickly understand
Write succinctly using bullets or numbered lists helps gets the message across quickly.
They also allow the recipient to address each of those points with less likelihood of missing.
3. Use subject lines optimally
Mention action expected on your subject line. For example
Subject line: Please review - Tea bag project details or Awaiting Approval - prototype finalization
4. Use selective text highlighting
People tend to scan and read in batches. By highlighting key text points, you will help your readers get your key messages faster.
5. Everything has a deadline
Include the timeline when you expect their response. By stating an exact time, you encourage the recipient to work within your timeline and helps reduce follow-up emails.
I know that some of us are not comfortable stating an exact date especially when the email is addressed to someone of higher authority.
My take is, it’s in the way you ask. Example: “As the rest of the subsequent project tasks are reliant on us getting your approval, it would be greatly appreciated if you could get back to us latest by July 24th (or sometime this week - if you’re really uncomfortable stating a date)”
6. Finish off with the Next Step
End the email by re-stating what action you expect next from the reader - schedule a meeting? approve something? support the project by doing XYZ?
Pro-tip: Prompt follow up
After sending your email, head to your digital calendar. Mark off the deadline with a reminder alert.
For hard deadline projects, mark your calendar two days prior, where you could then send a gentle email reminder to the recipient of the upcoming ask. This allows time for the recipient to take action prior to the deadline, rather than be caught by surprise on the due date.
Now, call it a day ...and catch a cold beer
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