how to answer a work email like a pro
TRANSCRIPT
to Answer
Emails
universal guide for all those who want to manage their inbox better
HOW
Like a Pro
by
We all know how to answer a work email, don’t we? But
do we all do it the right way? I think there is always some
place for improvement. I have written many posts on how
to manage your inbox, I have even advocated the idea of
not replying to all the messages you get. Here’s some tips
on how to answer a work email like a pro. Get to the point
quickly
!I know you want to express how happy you are you got the
email and you want to flood the first paragraph of the
email with courteous words as poetic as the sunset over
Tahiti beaches, but let me tell you one thing – not only no
one expects that from you but they actually might not have
time for that. Don’t waste sentences to blow someones
ego or to be overly polite. Seriously! Get. To. The. Point.
TO ANSWER
EMAILS
HOW
Like a Pro
Use bullet points and text formatting
Our attention span at work is constantly challenged making it difficult to read dense paragraphs of text. Use bullet points where possible to summarise ideas, data, or conclusions and to provide succinct answers.
Let the others reply first
If you’re CCed on an email, and someone else CCed would be better suited to provide an answer, let them do it first.
Forward emails sent to you by mistake
Instead of replying with a long explanation saying how and why this and that does not concern you anymore, forward the email by replying and including the correct person on the thread.
Don’t speculate on intent
Words are just words – what drives communication is very often our interpretation. Believe me, it’s hard to read emotions in emails. So don’t do that. Don’t speculate on intent.
Answer promptly in you scheduled time
If you can answer something promptly (under two minutes) do it. If you have to take time to answer thoroughly, plan that time. Don’t create an awful backlog in your inbox, and frustrate the sender.
Don’t answer at all
Some emails are not meant to be replied to. If someone informs you about something that does not require your comment or answer then you really do not have to answer with, “Ok, thx” or “Great, got that.”
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