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How to Answer Emails Like a Pro And Appear So Much Smarter

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.

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How to Answer Emails Like a Pro And Appear So Much Smarter

  1. 1. How to Answer Emails Like a Pro with a special bonus – how to appear so much more smarter when it comes to emails productivity powered by
  2. 2. 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. HOW TO ANSWER EMAILS LIKE A PRO AND APPEAR SO MUCH SMARTER
  3. 3. 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. Michele Connolly from Get organised Wizard makes good point when she explains in her article how important it is to keep emails simple by using bullet points. follow Michelle on Twitter
  4. 4. 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. Rob Sobers from www.robsobers.com suggests even a rather radical solution of deleting every email you are CCed on. I wonder what you think of that? follow Rob on Twitter
  5. 5. 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. Marsha Egan from the Inbox Detox explains the right way to forward email in her instructional video. Follow Marsha on Twitter
  6. 6. 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. This 99u.com article by Scott McDowell explains in a great way how to introduce emotions to you emails without making too many innuendos. follow Scott on Twitter
  7. 7. 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. Tim Schraeder - Community Manager at @thegridio says that scheduling specific email times and turning off notifications saves him a lot of time! I couldn’t agree more. follow Tim Schraeder on Twitter
  8. 8. 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.” Seth Godin – Author, Blogger, Marketing Guru when asked about answering all emails simple says… "No, you shouldn't. But many people do, because there doesn't seem to be a great alternative. It's asymmetrical, and productivity loses to politeness."
  9. 9. Share random thoughts at odd hours Create a caché of short, random thoughts that you can auto-send in the middle of the night. These could be: a question about the status of a project or an inspiring quote out of nowhere. Lorem ipsum dolor sit amet, consectetur adipiscing elit. Phasellus eleifend nec leo at fermentum. Mauris in neque eleifend, maximus tellus eget, laoreet lorem. Nunc non dui velit. Nunc lobortis tortor sem.
  10. 10. Well, you’ve just had a chance to get familiar with a bunch of useful tips that should and will increase your productivity greatly. The only way to make those work is by implementing them daily as habits. And remember that the only way to get rid of the bad habit is to replace it with the good one. To make it easier for you to trace the bad habits I have prepared a list of ridiculous habits other people have that are just apparently making them look smarter. In reality those are just ego tricks that blur the reality and kill productivity. HOW TO APPEAR SO MUCH SMARTER WHEN ANSWERING EMAILS
  11. 11. Send vague but frequent status updates Start every other email with this snippet that you hope will immediately impress your colleagues. They probably won’t read much past this, so feel free to follow it with a meaningless data point on this month’s returning users or the new engineer that’s joining the team in 4 months. This may include some deep and rather irrelevant points on business strategies and so on.
  12. 12. Wait a week before responding to direct requests, then ask if it’s still needed Never respond to direct requests right away. If your help is truly needed, that person will find you, but most likely he’ll just ask someone else. After 7 days has passed, respond with, “This got buried, still needed?” That is actually the avoiding technique you can use in real life situations as well. Pretend you are not there.
  13. 13. Complain about how much email you get Complaining makes you so much more busier than you actually are. And makes you look important. After all it is all about keeping up the appearances, isn’t it? When complaining do not forget to mention that you somehow manage to get through this incredibly massive load of emails daily and still have time to… complain about it.
  14. 14. that was How To Answer Email Like A Pro And Appear So Much Smarter To make sure you don’t miss the next post in our series on productivity simply sign up to our newsletter to get updates and hot tips straight to your mailbox. And do not worry we only send good stuff to our friends. We do not spam! We hate that, too. sign up to newsletter Wishing You Good Health
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  16. 16. PHOTO CREDITS www.unmess.co By Todd Quackenbush via unsplash By Noe Araujo By Aleksi Tappura By Sergey Zolkin By Ryan Tauss By Alicja Colon By S. Charles By Ariana Prestes By Diogo Tavares

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