Tips for Mastering email
overload

By by Stever Robbins of the Harvard
Business School Working Knowledge for
Business Leaders.

http://hbswk.hbs.edu/archive/4438.html
The Problem

Massive amounts of emails.
 Massive amount of time to read the emails.
 Deciding which emails are worthy of your
time.
 It is exceedingly easy to write, send and CC
someone on an email.
 Email can distract you from working on the
things that should be your primary focus.
The Problem(con’t)

Emails no only waste time they waist
company and project resource (thus $)
The Solution
:
According to Steve Robbins

Leaders should adopt and demonstrate a
new email policy. If people like it ask them
to start using it.
Specific Suggestions
According to Steve Robbins:

The subject line should be a meaningful
summary of what the email is about.
 Bad Subject: Project Meeting
 Good Subject: Request agenda items for
HR Project Kickoff Meeting.
Specific Suggestions
For forwarded messages
According to Steve Robbins:

Many forwarded and Replied emails simply state
“I agree” or something like “Please look into
this”.
 The reader is left with the time-consuming task of
sifting around for the context of the message.
 Start your emails with enough context to acclimate
your reader.
 Example: In response to Karen’s request for new
computer monitors, I believe we have budget
dollar available to go forward.
Specific Suggestions
For FWD/RE: messages
According to Steve Robbins:

Always remember include information that
demonstrates why the reader should care.
 If the email is being sent to multiple
people, ensure that you enumerate what you
want for each and every recipient. If you
don’t want anything, you probably should
not be sending the email to them.
Specific Suggestions
For FWD/RE: messages
According to Steve Robbins:

Always remember include information that
demonstrates why the reader should care.
 If the email is being sent to multiple people,
ensure that you enumerate what you want for each
and every recipient. If you don’t want anything,
you probably should not be sending the email to
them.
 Seriously consider sending separate emails with
specific content (instead of just sending CC/BC
emails.
Specific Suggestions
According to Steve Robbins:

Ensure that requested actions are specific and clear
(enumerate exactly what you want and when)

Don’t just forward poorly written emails. Edit
them before you send them on. Again , ensure you
give the recipient a reason to care.
Specific Suggestions
According to Steve Robbins:

Always insert meeting topics and times in
the subject line for all appointments.
 Always include the agenda items in all
meeting appointments. If you don’t have
any agenda items, you should probably not
be having the meeting.
Specific Suggestions
According to Steve Robbins:

Keep your emails short (one page or less),
concise and to the point.
 Get to the main point in the first sentence.
 If your emailing someone regarding a timesensitive matter, don’t assume that they will
read and reply quickly. Instead you want to
call them on the phone.
Specific Suggestions
Reading/Receiving emails
According to Steve Robbins

:
Check emails at specific times (rather than
reading and responding to them constantly)
 Answer briefly.