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Korrespondenz auf Englisch - E-Mail: bewältigen oder bewältigt werden

Schlagwörter: Korrespondenz auf Englisch, E-Mail schreiben auf Englisch, E-Mail verfassen auf Englisch, E-Mail Englisch, e-Mail schreiben auf Englisch, e-Mail verfassen auf Englisch, e-Mail Englisch, e-mail schreiben auf Englisch, e-mail verfassen auf Englisch, e-mail Englisch, mailen auf Englisch, Englisch Mailen

As recently as only 10 years ago, when e-mail was still not so commonly used, some business professionals felt over­whelmed if they received 20 e-mails per day. Today, the average business person in sales, marketing, development, logis­tics or administration often receives a plenitude of e-mails every day - some­times 100, 400 or even more! And al­though there will always be a few people who boast about receiving 400 e-mails per day to indicate their importance to others, most will make such statements simply to indicate how overwhelmed they are with their business communication.

The convenience of e-mail has turned out to have an ugly side. SPAM-filtering prob­lems aside, sorting through hundreds of e-mails per day in addition to getting the daily job done has become a neces­sary burden - not only a burden that squanders hours of personal productivity each day, but one that causes significant stress. The amount of work the average person must accomplish in one day often does not consider the amount of time one must spend handling e-mail. Many end up putting in extra hours at home in the evenings or on the weekend just to keep things from getting out of hand.

E-mail can be your friend or your enemy. It can keep you on top of things or put you underwater in an ocean of unread, overdue and unhandled messages. Here are a few techniques you can use to take control of your e-mail - before it takes control of you.

1 Be proactive with SPAM
Most companies and e-mail service pro¬viders offer very strong SPAM filtering services that prevent unwanted sales correspondence from making its way into your mailbox. And while most systems now use very powerful algorithms to detect SPAM, they can\'t detect everything. If SPAM regularly makes its way into your mailbox, don\'t ignore it with the delete button. If your organisation has provided a SPAM identification folder, move the mes¬sage into it. If not, forward the message to your e-mail administrator, who will take the corresponding steps necessary to make sure SPAM from the identified sender is blocked in the future.

2 Avoid wasting time opening messages
The time required to open messages adds up quickly. A major time-waster is the act of opening the same e-mail more than once. To solve this problem, drag a \"completed\" e-mail into a storage folder when you\'re through with it. Or mark it with a specially coloured flag. The fact that an e-mail is marked as read often does not prevent you from open¬ing it again. Get it out of your inbox.

Many choose to drag their e-mails into cat¬egorised folders. Time-efficiency experts, however, warn against this as a further time-waster. It may sound logical to sort your e-mails into folders, but sorting every e-mail to help you in the infrequent case that you need to find one e-mail doesn\'t make sense. These experts advise you to drag all of your e-mail into a single folder. When you need to find something, use your e-mail program\'s search facility instead.

3 Read mail by priority, then by date
Most business people read their e-mail sorted by the date it was received. Far more effective is to set your inbox to sort by priority. Read high-priority e-mails first. Unfortunately, in many businesses, the high-priority flag can be overused. In this case, consider sorting in addition by sender and possibly then by date.

If you use Microsoft Outlook, you can set your inbox to automatically categorise all incoming messages by up to four levels! For example, you can categorise by impor¬tance, then by person, then by category and then date. If your e-mail provider has added a Project field to your e-mail form, you can even sort by project.

If you have time left after you\'ve handled your important, time-sensitive e-mail, you can start addressing the e-mail that seems to be less urgent.

4 Delegate responses
If you\'re in the position to do so, you can choose to delegate a response to an e-mail rather than taking the time to respond to it yourself. Simply forward the e-mail with a note indicating that your delegate is in a better position with expertise, time, etc., to respond. If you use Outlook, you can even specify that you\'d like to be automati¬cally kept in the loop with the delegate\'s response and receive a reminder that the response has not yet been sent. Then move the e-mail out of your inbox.

If you choose to delegate e-mail, be sure that your colleagues are on board with the proc¬ess and the requisite responsibility. And if you delegate to peers, be sure to act promptly on any e-mail they may delegate to you.

5 Communicate in person
At the beginning of the e-mail age, e-mail was seen as the answer to staying in touch with people who were hard to reach by phone. Using it for all communication slowly became habit, and soon people began communicating almost entirely through e-mail.

But the fact is that personal commu¬nication generally results in a personal response. Pick up the telephone. If your contact doesn\'t pick up the phone, leave a message describing your request. You\'ll probably get a call back rather than an e-mail. When professionals restrict telephone communication to important matters and use e-mail for lower priority matters and to keep others informed, it becomes easier to manage priorities better and reduces the time required to process the inbox.

Improving e-mail efficiency
Most business people have little time to read up on how to improve their e-mail efficiency, but most recognise a useful technique when they see it and start using it themselves.

Here are a few techniques you can use that will not only save you time and ensure your important electronic correspondence gets the attention it deserves, but which will help improve the e-mail communication efficiency of everyone you correspond with. In the end, the productivity increase will come back to you.

Automate your signature
It\'s astonishing how many business profes¬sionals still type their full signature - the closing lines containing name, title, contact information and any disclaimers - into each e-mail. The typical argument is that they want to place an appropriate signature into each e-mail, and this may be different every time. This is a significant waste of time. Enter your signature once into your e-mail program\'s signature function. It will be automatically appended to each e-mail you create. You can modify it after it has been appended.

Folders
Consider having one folder called \"Complet¬ed\" instead of creating categorised hier¬archies of e-mail folders. Such hierarchies require you to expend a major amount of effort filing e-mail away - effort that often has no payoff. Some experts even suggest it is better to flag completed e-mail to indicate it has been processed and set up the inbox to categorise such e-mail to the end of the list - and then leave it in the inbox! Then set your archiving function to lean out old e-mails every 5-30 days. This also has the effect of keeping your working mailbox file small and fast. Older e-mails remain searchable and accessible in your archive file, should you need them.

Subject lines
It is a common habit of business people to leave the subject line of an internal e-mail empty. This is seriously inconsiderate of the recipient\'s time, for it forces him to open the e-mail and read it before he can prioritise it into his e-mail process. Worse is the habit of carrying out a discussion via e-mail and simply allowing the origi¬nal subject to remain in the subject line marked with the prefix Re: - especially in cases where the discussion has moved far beyond the original subject.

Consider modifying the subject line of each e-mail to very exactly reflect the e-mail\'s content, or add a notation about new con¬tent to the end of the repeated, original subject line. Your e-mail program will gen¬erally keep related e-mails together even if you completely change the subject.

Attachments
Many businesses require the use of central¬ised file systems or document managers for document storage. Think of how much time you spend waiting while attaching and detaching files. If you send others pointers to files on shared file systems or in docu¬ment managers, it will eliminate the time you spend waiting for files to attach and detach and keep your e-mails themselves smaller and faster. If you use this practice when sending e-mail to others, they\'ll start using it for the files they wish to send you.

Repeated text
If you frequently respond to the same questions with the same answers, start saving your answers in a place where you can easily access them. This will save you time when you need to respond to
the same questions again. If you\'re using Outlook 2007, you can highlight text you know you will need to use again and save it to a catalogue. The next time you need it, you can simply select it from the catalogue and Outlook will insert it into your e-mail at the current cursor location.

Leave your auto-responder on
Business people have no problem turning on their auto-responder when they\'re on holiday. Consider leaving it on all the time. This can be quite helpful when you know that immediately responding to e-mail is simply not possible. Modify the text of your auto-responder to confirm that the message has been received and that you will handle it as soon as possible given your very busy schedule and the large number of e-mails you need to handle each day. This also gives you the opportunity to set the expectation that an e-mail response might take a few days, and might even en¬courage contact via telephone.

Here\'s an example message you can use for this purpose:
Thank you for your message. Due to immediately pressing business require¬ments, I currently have insufficient time to attend to the large amount of e-mail I\'m receiving each day. Should your mes¬sage require a response, I will get back to you within the next three days. For urgent matters, please contact me/my assistant Ester Hendrick directly at +49 555 1234 5678. Leave a message if you do not reach anyone. Thank you for your understanding and patience.

Schlagwörter: Korrespondenz auf Englisch, E-Mail schreiben auf Englisch, E-Mail verfassen auf Englisch, E-Mail Englisch, e-Mail schreiben auf Englisch, e-Mail verfassen auf Englisch, e-Mail Englisch, e-mail schreiben auf Englisch, e-mail verfassen auf Englisch, e-mail Englisch, mailen auf Englisch, Englisch Mailen

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