eNetworking 101: The Blog: Tips for 2008 -- #2 -- Don't answer every communication (and if you must answer, be efficient)

We all receive a lot of email, IMs and text messages. Likely we are all tempted to respond to every message, even if it is to say that we got it. Here are three strategies for spending less time answering the email messages we receive.

First, recognize that you do not need to respond to every message you receive. Yes, there are important messages that do require a response or an acknowledgment. However, there are messages that don't require a response -- jokes, "hi" notes from friends & colleagues, FYI messages, and [fill-in-the-blank for yourself]. Although you may think that a response will be quick, it is likely that you might agonize over some of the wording, which means that it will take more time than it is worth. So...consider not sending responses to non-critical messages and saving some time. (You'll also help the other people save time too, since they will have less email to read.)

Second, if you must respond to email messages, consider sending very brief messages. There is a movement to simplify email -- whenever possible -- to two, three, four or five sentences. Yes, brief emails can carry a lot of information, without the fluff. Not only are they quick to write, but they are also quick to read.
Finally, don't delay responding to a message, if there is no need to delay. Instead, respond immediately. That means that you will not need to re-read the message later before replying. Instead you will have read the message once and answered it (and saved a bit of time).

If you use these three strategies, you'll save time and likely feel better about your communications.