Make Email Work - for us!
Email is important at UoN. It's one of the main ways we communicate with each other. It also connects our campuses, helps us communicate with colleagues when overseas, and allows us to easily transfer large amounts of data.
But the frequency and amount of emails we receive can become a challenge for many. If not managed correctly the many benefits of email can become overshadowed. Some common issues with email are:
- They are too long, too cryptic, and have mixed meanings
- Cluttered inboxes that are close to, or over capacity
- Too many disruptions when notifications arrive
- Too distracting and time wasting
- Feelings of being out of control
- Replaces verbal communication (leading to mis-communication)
- Diminished productivity
Make Email Work for you
In response to feedback from staff, UoN, in collaboration with Crowther Communications and academic and professional staff, developed an online training program in 2009 called, Make Email Work.
This initiative provides an easy-to-understand way to improve how we use the email tool so that we maintain good practice in our communications with each other
If you haven't completed Make Email Work why not give it a try now?.If you have completed it, now's a good chance to brush up on your skills. What you will learn will save you time and frustration in the future. Ask some of your colleagues to complete it too - that way you can discuss an approach that suits your whole team.
Note: you will have to register and log-in using your UoN email address. Once you have logged in, go to the home page and click the 'start arrow'.
Checkout these Top 10 Tips:
- Write subject lines that capture the essence of your message
- Always address the recipient before starting on your message
- Structure the body of the email to reflect receiver's information needs
- Use active voice - clear, direct language
- Apply the spell-check and read through before sending
- Cut the amount of CCing and one-word replies
- Start your day with one of your priorities and not your inbox
- Set a timescale for checking and replying to email
- Handle an email once: do it, defer it, delegate it, delete it
- Use folders and rules to manage email flow and follow-up
- Have more conversations before sending email
- Say thank you as much as possible
One more thing...
While email is a great tool, remember nothing beats two-way human interaction. If face-to-face conversations are not always possible, try to pick-up the phone more to engage with your colleagues. This can help reduce your inbox, strengthen relationships and build community. It can also help to increase your efficiency and effectiveness at work.