The_Essential_Manager_s_Handbook

276 / SPEAKING AND WRITING

Using email and

texts effectively

Email is now a key means of staying in touch, passing data and graphics,

and managing the flow of information needed to run a business. Text,

or SMS, messaging, when properly managed, can also become a

productivity booster, a direct, interactive link to customers, and an

essential tool to communicate with other staff.

Pick the subject line of the email

carefully: make it informative

and brief so the recipient can

easily find and act on it.

Be careful with criticism: be

sure to provide enough context

and background to avoid a

misunderstanding.

Keep it short. If you need more

than three paragraphs, call

instead or send the material

as an attachment.

Sending better emails

Reducing your emailing time

Email is a tool; don’t let it become your

master. Limit the time you spend on

email by following these tips:

• Send less, get less Think carefully^
  about whether you really need to draft
  new messages or respond to those
  you’ve already received.


• Escape the endless reply loop Silence^
  in response to an email message may
  feel rude, but is acceptable. If you wish

to reassure someone that no reply

is necessary, finish a message with

“no reply needed,” or a request

with “Thanks in advance.” Avoid

asking any questions for which you

don’t really want or need answers.

• Think twice about the “cc” box If you
  copy in a large number of people to
  your emails and they all respond with
  a reply that needs an answer, you may
  create unnecessary traffic.

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US_276-277_Using_Email_and_Texts.indd 276 30/05/16 3:04 pm