If you want to receive fewer e-mails, write fewer e-mails. This is the golden rule of successful e-mail management, at least according to the CEO of the social network LinkedIn, Jeff Weiner. In an article entitled "7 Ways to Manage Email So It Doesn't Manage You", published on LinkedIn, Weiner describes the rules that for him have proved to be the best when managing e-mail.
1. Write fewer e-mails
Follow the rule of not sending e-mails unless it is really necessary. Then you will spend much less time reading the reactions and answering.
2. Mark messages as unread
Use the simple function of marking e-mails as unread. You will then see clearly what you have to deal with later. Try to end the day with the lowest possible number of messages marked as unread.
3. Create a regular daily schedule
Repeat your daily routine, including several time slots scheduled exclusively for handling e-mails. The more you stick to a routine procedure, the better.
4. Write clearly
Sending messages via e-mail works similarly to whispering: the less clearly you express yourself, the bigger the nonsense that eventually comes out and you will have to answer questions about what you actually meant. Therefore, when writing e-mails, write simply and avoid ambiguity.
5. Distinguish between recipients and copies
The "To:" and "CC:" lines are not the same. Use them consistently so that people mentioned in the "To:" line know that they are supposed to answer, while the recipients of copies (CC:) do not have to.
6. Confirm messages received
Confirm when you receive important messages someone has sent directly to you. You can answer in one word, such as "Thanks" or "Received". The other party will not have to deal with whether you got the message and contact you further.
7. Do not address emotional issues in e-mail
Do not use e-mail to deal with a sensitive issue that can cause controversy. Once you are upset, rather do not write anything. Instead, solve emotional issues over the phone or in person.
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