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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