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Black Collegian Career Center
They've Got Mail...But, do They Have Time for
Yours?
Survey says executives receive an average of 36 e-mails daily
If you're wondering why your boss hasn't replied to your urgent e-mail from yesterday,
it could be that he or she hasn't had time to read it yet. In a recent nationwide poll,
executives reported receiving an average of 36 electronic messages each day.
The survey was developed by OfficeTeam and conducted by an independent research firm.
The poll includes responses from 150 executives with the nation's 1,000 largest companies
Executives were asked, "How many e-mail messages do you think you receive each day?
The mean response was 36.
"E-mail is preferable for many types of communication because it provides a formal
record of dialogue and is less intrusive than a phone call or meeting," said Diane
Domeyer, executive director of OfficeTeam. She notes, however, that managing large volumes
of incoming messages can quickly take its toll on productivity, which is why a number of
executives rely on their administrative staff to help sort, prioritize and direct messages
to the appropriate department for action.
To ensure your message gets prompt attention from executives or their assistants,
Domeyer offers the following eight "Power E-Mail" tips:
- Think before you write - Is your purpose in sending the message to gain approval for a
project? Report a potential problem? Request input on a purchasing decision? Knowing your
ultimate goal in advance will help clarify your message.
- Keep it short - The more succinctly you present your purpose, the more likely you'll
receive a prompt reply.
- Use the subject line to your advantage - Generic subject terms such as
"details" or "reminder" fail to accurately describe the contents of
your message and whether it's time sensitive. As a result, the executive may delay opening
it.
- Be considerate - Use "please" and "thank you" even in brief
messages.
- Include an action step - Unless you request a response, the executive may assume you're
sending the message as an F.Y.I. Clearly outline what type of reply you're looking for as
well as any applicable deadlines.
- Keep it simple - Each message should have only one piece of information or action item.
This makes it easier for the executive to respond.
- Don't include confidential information - E-mail is occasionally forwarded to unintended
recipients. If your message is in any way sensitive or confidential, set up a face-to-face
meeting, or if appropriate, leave a voice mail in which you request confidentiality.
- Proofread - Apply the same business style you use in any written materials, and check
carefully for grammatical and typographical errors.
An OfficeTeam survey released earlier this year found that the number of e-mail
messages is likely to continue to climb in the years ahead. Seventy-three percent of
executives polled predicted e-mail would become the leading form of business communication
by 2005.
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