The use of email Tutorial

Struggling with email overload? Discover 'The Use of Email'—your ultimate guide to mastering email efficiency! Packed with 7 insightful tips, this video reveals how to streamline your correspondence for personal and professional effectiveness. Uncover strategies like improving clarity, optimizing recipient selection, and managing your inbox to reclaim valuable time. Don't let emails drown you; watch now and transform your approach!

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emails paradoxically end up polluting it by constantly interrupting us.

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According to the Mindjet survey,

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68% of employees receive up to 100 emails a day.

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A quarter of the emails don't even get opened.

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Similarly,

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only a minority of employees read the attachments in their entirety,

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at the risk of missing relevant information for their work.

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Some companies,

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considering the extent of the problem,

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suggest rules for good email use.

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In this video,

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there are 7 wise tips to help you improve your email usage

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and save time

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and save time for those around you.

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Tip 1,

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send in fewer emails.

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Before sending that email,

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ask yourself the question,

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is this the best way?

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Wouldn't it be more appropriate

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to go and see the person,

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to wait for the next meeting,

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to call,

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to gather all the points at the end of the day,

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to post the information on the collaborative platform.

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The fewer emails we send,

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the fewer we receive.

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Consider also sending your message via voice note.

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It's ideal for giving feedback or providing an explanation.

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You just leave your voice note.

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It takes much less time.

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It's easy

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if you use WhatsApp.

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If not,

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you can use apps like Loom or Screencast or Jing.

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Tip 2.

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Make your emails easier to read

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so that your reader

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knows what it is all about.

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Write your key message in the object line,

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for example,

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Miranda project delay.

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Then start your email with the most important piece of news,

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the scoop.

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I estimate the delay will be 10 days.

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Get straight to the point while remaining courteous.

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At the beginning of the message,

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ask precisely what you are seeking.

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Help,

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an answer,

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information.

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I'm waiting for your confirmation on the strategy.

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I'm suggesting to minimise the delay.

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Most emails aren't read entirely.

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Be concise in the object and the first three lines.

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Your interlocutor must know

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if it's necessary

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to continue reading either now or later

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and how they can quickly classify your message in the right directory.

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Do it for them

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to save them time and later you can ask them

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to do the same

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for you.

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Making reading easier also means

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using bulleted lists

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and being synthetic,

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and finally name your attachments precisely in

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a jargon that everyone can understand.

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Tip 3.

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Choosing the recipients.

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Who is the real recipient of the email?

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Who is it addressed to?

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I invite you to put in to

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the addressees who have to do something action,

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and in the CC box,

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the addressee

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to be informed

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the information.

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Banish the reply to all button.

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If you decide on a long grouped email,

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an email in which only a small part of the information is about Veronica,

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either you send to Veronica a separate email with only.

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Information that concerns her,

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or you segment your email into clear sections and

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provide a summary at the beginning of the email.

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Veronica can go directly to 0.5

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which concerns her.

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But

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in these cases of information transmission or of individualised tasks,

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I recommend a collaborative application or platform.

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Collective email is really not the most appropriate tool.

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Some people systematically make too many copies of their email to

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protect themselves or because they don't know who is involved.

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I invite you,

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especially if you are the manager,

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to try and find out the reason for these grouped mailings.

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Then establish the right list of recipients with this person.

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Similarly,

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if you feel that one of your colleagues or a client sends you too

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many emails or unclear emails or copied emails that are not intended for you,

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talk to them about it.

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Finally,

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if you forward a message to someone,

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avoid doing it without saying anything.

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Make it easier for your recipient to read by explaining in one line

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why you are sending it and if you are waiting for reply.

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Vincent,

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here is some useful information for the Andy Warhol project.

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What do you think of the second tip?

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Then

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highlight the section that your recipient is supposed to read.

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Tip number 4.

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Quick reading and deleting.

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Delete all emails that do not concern you after a

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quick reading of the object and or the first lines.

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Notify the sender that you are not concerned

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if they regularly make the same mistake.

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If you delete a message too quickly and miss important information,

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then the object to the message and the first few lines were not clear.

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It's the sender's fault and not yours.

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Learn fast reading,

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a speed reading to

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quickly classify an email according to its object

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and or priority and delete it if necessary.

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Seriously take the risk of speed reading.

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Trust yourself.

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There may be a few little missteps at first,

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but it will eventually readjust and you'll save so much time.

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Tip 5,

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prioritising and regrouping.

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What to do with all the emails you didn't decide

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to delete on the spot during your speed reading step.

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If you can process these emails in less than 3 minutes,

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do so,

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otherwise file them first.

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The goal of filing and grouping is having an empty box.

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Everything is put away in the right folders.

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There are many possible filing types by project.

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The main projects have their directory

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by priority.

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For example,

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3 directories urgent,

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to be reviewed every day,

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in progress,

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to be read at least once a week,

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or when you have a gap in your schedule for later to be read at least every 2nd week.

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Set appointments in your calendar to empty out your 3 directories entirely.

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Have you just got back from vacation and you feel overwhelmed with emails?

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Create 4 directories for reading

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P0,

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P1 and P2.

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In a

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4 reading folder,

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file the emails with the information that is relevant to you,

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but that require more than 5 minutes to read,

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either because the email is too complex or because you have an attachment to read.

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File the rest of the emails in directories according to their nature.

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Very important emails in the to be processed P0 directory.

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Urgent emails

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in the to be processed P1 directory

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and less urgent emails in to be processed P2.

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There

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your inbox is now empty.

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It's just like a tidy office.

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If you have time right now,

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you can start processing P0 emails,

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your very important emails.

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Tip 6.

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Educate yourself on your messaging software.

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Most of us use only 1/5 of our email's potential,

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whether it is Outlook or another alternative.

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I invite you to get trained or to self-train.

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Most messaging software offer awesome tools for priority management,

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colours to quickly distinguish between 2 and CC,

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a deadline and action reminder for the recipient message tracking.

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Most messaging software offers the following organisational tools

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scheduling email sending,

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monitoring the recipients,

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sending a mailshot,

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making an instant message transfer.

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Our messaging software also offers filing options,

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creating directories for email filing,

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for example,

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3 directories urgent,

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in progress,

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and to do later.

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Classify some senders as spam.

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Set up selective pop-up messages,

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write messages for when you're overworked and or unavailable.

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Tip 7,

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detoxing.

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Do you constantly go to your email box more than 5 times a day?

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Are you an email addict?

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Is this really a problem for you?

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Seriously,

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you will only change the situation if you

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feel that your addiction is really a problem.

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Some

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are very comfortable with regularly going back and forth to the email.

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If you want this to stop,

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the advice is basic and you know it.

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Disable all pop-ups,

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pushes,

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and other notifications.

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Unsubscribe from several newsletters.

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Keep 3 quality newsletters.

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Give yourself 2 time slots a day to check your emails.

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Notify others of the change and the fact that you will be less reactive.

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I recommend that you check your messages in the late morning

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and late afternoon.

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This will prevent you from rushing into your emails in the morning

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and will allow you to focus on your priorities.

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Send new emails while avoiding to check your inbox.

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What are the three changes that you decide to implement starting now

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after having watched this video?

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123,

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and you'll be able to save time on both the short and the long term.

Mandarine AI: WHAT YOU SHOULD KNOW