They've Got Mail - But Do They Have Time For Yours?

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 by our company, executives reported receiving an average of 36 electronic messages each day. While most supervisors try to respond in a timely fashion to their employees' e-mail, doing so can pose a challenge on top of other obligations. Unfortunately, if your next course of action depends on your boss' reply to your message, a substantial delay can affect your deadline or result in a missed opportunity.

How can you make sure your messages are read quickly? Begin by not sending unnecessary e-mail. While this may seem obvious, the ease of electronic communication often prompts employees to copy their bosses on items that they don't necessarily need to review. It also may encourage the transmission of spur-of-the-moment thoughts and ideas that might be better presented at another time or in a different format. Less is typically more when it comes to electronic communication, particularly to senior management. By limiting your messages to those your boss really must see, it's more likely he or she will take note of those that come from you. Following are eight additional "power e-mail" tips:

1. 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.

2. Keep it short - The more succinctly you present your purpose, the more likely you'll receive a prompt reply.

3. Use the subject line to your advantage - Generic subject terms such as "details" or "reminder" fail to describe accurately the contents of your message and whether it's time sensitive. As a result, the executive may delay opening it.

4. Be considerate - Use "please" and "thank you" even in brief messages.

5. 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.

6. Keep it simple - Each message should have only one piece of information or action item. This makes it easier for the executive to respond.

7. 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.

8. Proofread - Apply the same business style you use in any written materials, and check carefully for grammatical and typographical errors.

In the coming years, your e-mail savvy will likely become even more essential to your career growth. Our company found that 73 percent of executives believe e-mail will become the leading form of business communication by 2005. Evaluating your effectiveness in this area now - including how clear, concise and cogent your messages are - and taking action in areas that could use improvement, will ensure your voice is heard in today's increasingly "noisy" electronic environment.

-- Article courtesy of Julie Thompson, Great Plains District Public Relations Coordinator for Robert Half International, which has more than 250 locations in North America, Europe and Australia, and offers online job search services at www.rhii.com.