Emerging after the long Thanksgiving weekend can be like having to crawl out of bed before the thermostat calls for heat on a cold morning. The warmth of family, friends and downtime is like a snug blanket shutting out the winter chill, and doffing it is a challenge.
For many of us, the joy of Thanksgiving is its simple premise: Appreciation of family, a respite from work, delicious food. In our always-on lives, that simplicity is a blessing.
So as I replenished and reconnected over recent days, I asked myself:
How can we make every day more like Thanksgiving?
Well, there’s pie, of course. But while it’s delicious, it’s just too unhealthy for every day.
Family togetherness? With the holiday behind us, we all return to regular routines, engaged with school, work and other commitments, making it more difficult to carve out family time.
More down time? That’s a good one. I always find that words flow more easily after exercise, some fresh air or a break from the office. While I have good intentions, I’m not always diligent about keeping them. Honoring my scheduled down time is an ongoing yearly resolution for me.
How about less email? That would indeed make every day feel like Thanksgiving. While the shopping season may cause our cups to overflow with personal email, we can adopt some simple steps to make our business email in-box look less like an overstuffed turkey. And not only will our own in-boxes slim down, but those we converse with will also be thankful.
Five ways to reduce your email
- Get specific. When scheduling a meeting, offer logistical details within the initial email. Include your preferred meeting date and time, recommended location, conference bridge number or the link to join an online meeting. Add your availability for alternative days and times, but don’t leave everything open. Providing specifics on the initial email can reduce the email trail from three, four or five to two: the meeting request and a single confirmation. Consider using an online calendar invitation which enables the recipient to suggest an alternative day or time while capturing the event on both calendars simultaneously. Once and done, thank you.
- Do unto others. Don’t copy others on an email until it’s necessary. Often, a single email becomes a dialogue, and the succession of emails can clutter in-boxes unnecessarily. Your boss needs the end result, not every detail. Wait for the back-and-forth to be resolved; then forward a single email with your summary of the background or any meaningful details. Your manager will be thankful.
- Pick up the phone! The rule of three applies here. Once an email has volleyed back and forth three times, a phone call is likely to present a more efficient result. Even if you don’t reach the recipient directly, a voicemail message can quickly convey your needs. Bonus: An actual voice offers the tone and inflection that’s absent from written communications.
- Wait to hit send. While powering through your in-box and responding to each email in succession can impart a feeling of accomplishment, it’s not always the most effective approach. Grouping activities relating to each client or initiative enables you to reply to several emails with a single response. As you adopt this approach, you may notice those you converse with over email responding in kind. Give and you shall receive.
- Don’t have the last word. There are many situations where a written response isn’t necessary. Watch out for irritating habits like replying to all when only the sending individual needs your response. If plans have been confirmed, responsibilities divided, logistics settled — is there a need to say more? If not, bite your tongue and step away from the keyboard.
Getting into the groove of paring back?
You can improve efficiency on other platforms as well. These related articles offer guidance to improve your online presence while reducing the noise.
Social: The pandemic changed our lives in a lot of ways. Among them are a reduced posting cadence on social, a greater focus on producing usable content, and a more personal, open approach.
Website: The most effective content is concise, direct and impactful. Respect your visitors by not inundating them with superfluous details. Read about the power of less to captivate website visitors.
Email marketing: Feed your audience their preferred fare. Offer your email subscribers control to select the email frequency and types of information they wish to receive.
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This post was previously published on OnlineAmplify.com and has been refreshed for relevance.
