Responding to Emails
Written by Harold Robert Meyer, MBA, BCC, SCAC and Susan Karyn Lasky, M.S., BCC, SCAC
- Read the email carefully.
- Decide how much time you will need to reply, then set a timer to keep track of the amount of time you spent responding to this email.
- Highlight questions that require an answer (hit ‘Reply’ then you can highlight, underline or list them separately).
- Reply as a ROUGH DRAFT – This draft IS NOT TO BE SENT!
- Answer only the questions you highlighted
- Do not worry about grammar, spelling or redundancy in this ‘sloppy copy’
- Do not edit anything you write until you have completed your entire rough draft
- Pause for a few seconds. Look away.
- Read the draft – out load, if possible.
- Look at each highlighted question and check that it was answered.
- Now you should edit your response: (pretending that the other person has no patience/time to read your email)
- Is it succinct and to the point? Eliminate as much as possible.
- Cover only the topic of the incoming email. Do not add anything outside of the single topic. New topics should be in a new email with a new Subject line.
- Remove any extraneous words, thoughts or sentences. Edit ruthlessly but quickly.
- Check for spelling/grammatical errors and punctuation.
- Did you answer the questions in the best possible way, within time limitations?
- Add any *required* niceties.
- What is the next step? Is action required from the recipient or from you? If so, clarify who needs to do what, and by when.
- If you have any questions, make sure they are written clearly and concisely.
- Hit ‘Send’
- Turn off the timer. Measure how long this took.
Harold Meyer and Susan Lasky are both Board Certified and Senior Certified ADHD Coaches.
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ADD and ADHD are used interchangeably for Attention-Deficit/Hyperactivity Disorder.
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