A Disciplined Way To Deal With Email
I’ve seen this posted a couple of places today.
The Problem
E-mail takes too long to respond to, resulting in continuous in box overflow for those who receive a lot of it.
The Solution
Treat all email responses like SMS text messages, using a set number of letters per response. Since it’s too hard to count letters, we count sentences instead.
five.sentenc.es is a personal policy that all email responses regardless of recipient or subject will be five sentences or less. It’s that simple.
I use this “solution” for my e-mail almost all the time. The only exceptions are: when I’m sending an instruction or explanation sheet; and personal correspondence with family and friends. (Sometimes, even they get the five-sentence rule. 
)
There are three keys I use to optimize the “five-sentence” business email:
- A clear and complete subject line – Make sure the subject line has enough information to get the reader’s attention. Replace subject lines like “Status report” with “Data I need from you to complete this month’s status report.”
- Don’t waste sentences on pleasantries – Please, thank you and other politeness is important. However, you don’t have to ask about the ball game, talk about the weather, or engage in any other social chit-chat. Stick to the subject at hand.
- Customize your signature – Whatever email client or service you use, set up a automated signature. Give readers the fullest range of options to contact you. Also, include corporate data: company name, job title, etc. That way, e-mail recipients outside your circle will be able to make some basic judgements about the sender.
Sentenc.es - A Disciplined Way To Deal With Email
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