Email is an intrinsic part of modern life, but often we find ourselves drowning in it as it takes up precious amounts of time, both in reading it and responding to it.
However, science says we can change that. Several studies suggest that how we deal with email, along with how we respond to it, can make all the difference in the world in how efficient we are throughout the day.
Some of us feel overwhelmed with email, probably because we spend an average of 28 percent of our time dealing with it. That's nearly 13 hours a week or 650 hours a year. Not only does this affect our productivity, but it also induces more stress and disrupts our work day.
Email controls our lives, so much so, that nearly 60 percent of people surveyed admitted to checking their emails while in the bathroom. So we've gathered up some of the best scientific tips to help you win at email.
1. Treat Email Like It's Snail Mail
Researchers from Loughborough University in the UK studied how email interrupts workers nearly every five minutes. This basically kills work productivity. They suggest that you only check email around every 45 minutes or so and turn off notifications.
The key is to treat email almost like it's snail mail. This results in a less stressful work environment that is also more productive.
If email is an important part of your employment, respond to those emails that only take a few minutes first. Set aside more complex responses until later when you have adequate time for them.
2. Send Your Emails At The Right Time
Your emails can also be more effective, based on when you send them. If you're looking for a reply or sending promotional emails, never send anything between 10 p.m. and 6 a.m. Emails rarely get opened during this time. If you're sending marketing emails out, the best time to send them is between 6 a.m. and 10 a.m. But from 10 a.m. until noon, people are working and not looking at emails as much. Updates are good to send out from noon to 2 p.m., but from then until 3 p.m., emails rarely get looked at. If you've got financial offers, 3 to 5 p.m. is the sweet spot of the day when interested parties might pay attention.
Later in the day is important, too, though. Holiday promotions, as well as promotions for other businesses, are effective from 5 to 7 p.m. with consumer promotions popular after dinner, from 7 to 10 p.m.
3. Save Complex Questions For Other Communication Methods
How you word your emails makes a difference. If you want a reply, the key rule is KISS (Keep It Simple, Stupid). Ask a simple short question and exclude any unrelated content. Research done by Carnegie Mellon University suggests that people will respond to simple information requests quicker than more complex emails. Keep wording simple and avoid going into great detail if not necessary.
Another good tip is to skip email completely if you can. Don't use it at all if you don't have to. A researcher at Virginia Tech recently found that using a combination of other communication methods, such as blogs, instant messaging and social networks, keeps email use down to a minimum.
Taking control of your email takes some self-control, but once you manage it, your work day will be more productive and less stressful.
4. Send The Right Non-Work Emails
Of course, email connects us with people who aren't part of our work life, too. Studies show us that doing simple things like emailing one person every day to say thanks makes us happier. It's also a good idea to touch base often via email with mentors. Finally, since studies show that the best use of electronic communication is to promote actual face-to-face time with someone, email a friend and make plans.
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