在您的职业生涯中，电子邮件(life email)可能是最重要的沟通方式之一。你每天都这样做，如果你和我一样，你就会沉溺其中。
当然，您可以每天专门花一两个小时来管理您的电子邮件。但是，如果您在每次回复上花费 10 分钟或更长时间，电子邮件很快就会占据您的一整天——关闭Gmail通知并不能拯救您。
这就是为什么学习编写能够获得回复并且(AND)花费不超过几分钟的专业电子邮件至关重要的原因。幸运的是，今天你不必成为伟大的作家或生产力大师(productivity guru)来实现这一目标。这一切都是为了找到正确的策略和一套与之配套的工具。
设置电子邮件模板（预设回复）(Set Up Email Templates (Canned Responses))
对于那些经常通过电子邮件收到相同问题或评论的人来说，创建电子邮件模板是一种节省时间的好方法。花一天时间设置预设回复，您将不再需要每天写十次相同的回复。Gmail 和 Outlook(Gmail and Outlook)都具有此功能，这将帮助您节省时间并免费自动化您的电子邮件。
只需单击几下即可在Gmail中设置专业电子邮件模板的方法如下：
- 登录到您的帐户后，单击齿轮图标并选择(icon and select) 设置(Settings)。
- 然后转到高级(Advanced)并单击模板(Templates)选项旁边的启用。(Enable)向下滚动(Scroll)到页面底部以保存更改。
- 现在您可以开始使用自己的电子邮件模板了。键入要保存到新电子邮件中的文本。然后单击右下角的三个垂直点并选择模板(Templates)将草稿保存为模板。
您可以为包含长段落以及 2-3 句快速回复的回复创建模板。您会惊讶于这些将在未来为您节省多少时间。
网络电子邮件(Networking Emails)(Networking Emails)
如果您的问题不是(problem isn)使用电子邮件模板而是创建它们，请尝试使用网络电子邮件(Networking Emails)。这是一个包含数十个电子邮件模板的网络工具，可以帮助您发展您的专业网络。
由Resume Worded创建，网络电子邮件(Networking Emails)是优化您的沟通的绝佳资源。他们提供的一些模板示例包括冷/热介绍、跟进无响应者，甚至写感谢信。
每个模板还附带有用的提示和建议，可以进一步改善您与收件人的沟通。
您可以使用搜索按钮或浏览(search button or browse)列表以找到正确的电子邮件。然后剩下要做的就是将其复制粘贴到您的消息框中并更改(message box and change)一些细节。
字计数器加(Word Counter Plus)(Word Counter Plus)
如果你是一个每天写超过 10 封电子邮件的人，那么保持其中一些简短而温馨是很重要的。因此，如果您经常收到太长的电子邮件，您可能需要考虑使用字数计数器工具(word counter tool)来阻止自己。Chrome 扩展(Chrome extension) Word Counter Plus可以为您完成这项工作。
突出显示(Highlight)电子邮件中的文本，并一键获取您使用的字数和字符数。然后你可以继续写你的电子邮件，或者(email or wrap)在它变成一个两部分之前把它包起来。
草稿地图(DraftMap)(DraftMap)
您可以找到许多很棒的工具来帮助您写得更好，从而减少您花在校对和重写电子邮件上的时间。DraftMap就是其中之一。想想Grammarly 或 Hemingway(Grammarly or Hemingway)，此外它还会检查不必要的单词重复(word repetition)并帮助您坚持一种写作风格(writing style)。
这个Chrome 扩展程序(Chrome extension)为您的写作提供了颜色编码的实时建议。它将帮助您避免使用被动语态、错别字、陈词滥调以及有关电子邮件可读性的建议。所有建议均基于欧内斯特·海明威的写作规则。DraftMap特别方便，因为所有过程都发生在您的电子邮件撰写框中(composition box)。
如果您在完成电子邮件编辑后仍有突出显示的字词，请不要担心。收件人不会看到颜色，建议仅对您可见。
您的电子邮件可能会更好(Your Email Could Be Better)(Your Email Could Be Better)
您的电子邮件可能会更好(Better)是一种在线工具，旨在通过向每个人介绍最佳电子邮件实践来减少您管理电子邮件所花费的时间。
撰写专业电子邮件时，您遵循某些规则。就像确保您的消息具有明确的主题行或省略不必要的附件一样。你会惊讶于人们违反这些规则的频率，这最终导致双方花费更多的时间和精力(time and effort)。
您的电子邮件可能会更好(Your Email Could Be Better)有 10 个常见故障的列表。每个要点都附有如何改进电子邮件的解释和示例。(explanation and examples)如果您想将这些规则告诉您的同事但不知道如何操作，这可以派上用场。您可以使用自己的话或向他们发送指向“您的电子邮件可能会更好”(Your Email Could Be Better)的链接来说明您的观点。
我们都希望我们的电子邮件能够完全自动化，并且根本不需要任何关注。虽然这在今天不太可能，但每一点都有帮助。无论是缩短电子邮件的长度，还是在写作时给自己计时，一旦你建立了一些规则，你就会注意到你的第一个改进。
如果您无法停止写冗长耗时的电子邮件，那么也许是时候完全放弃电子邮件了。尝试使用您的客户关系经理(Customer Relationship Manager)( CRM ) 或Slack与您的同事交换消息。如果不出意外，它将帮助您减少在电子邮件上花费的时间。
How To Write Professional Emails In Under 5 Minutes
In your professional life email iѕ probably one of the most important means of communicatіon. You do it on a daily bаsis and if you’re anуthing like me, you’re drowning in it.
Sure, you can dedicate a certain hour or two a day specifically to managing your email. But if you spend 10 minutes or longer on every reply, email will soon take over your whole day – and turning Gmail notifications off isn’t going to save you.
That’s why learning to write professional emails that get replies AND don’t take longer than a few minutes to write is essential. Luckily, today you don’t have to be a great writer or a productivity guru to accomplish that. It’s all about finding the right strategy and a set of tools to go with it.
Set Up Email Templates (Canned Responses)
Creating email templates is a great way to save time for those that often get the same questions or comments via email. Take a day to set up canned responses and you will no longer have to write the same replies ten times a day. Both Gmail and Outlook have this feature, which will help you save time and automate your email for free.
Here’s how to set up professional email templates in Gmail in just a few clicks:
- After logging in to your account, click the gear icon and select Settings.
- Then go to Advanced and click Enable next to the Templates option. Scroll down to the bottom of the page to save the changes.
- Now you can start working on your own email templates. Type the text you want to save into a new email. Then click three vertical dots at the bottom-right and choose Templates to save your draft as template.
You can create templates for responses that contain long paragraphs as well as quick 2-3 sentence replies. You’ll be surprised at how much time those will save you in the future.
In case your problem isn’t using the email templates but creating them, give Networking Emails a shot. It’s a web tool with dozens of email templates that can help you grow your professional network.
Created by Resume Worded, Networking Emails is a great resource for optimizing your communication. Some examples of the templates they offer include cold/warm introductions, following up with a non-responder, and even writing thank you notes.
Each template also comes with useful tips and suggestions that can further improve your communication with the recipient.
You can use the search button or browse through the list to find the right email. Then all that’s left to do is copy-paste it into your message box and change a few details.
If you’re someone who writes more than 10 emails a day, it’s essential to keep some of them short and sweet. So if you often end up with emails that are way too long, you might want to consider using a word counter tool to stop yourself. A Chrome extension Word Counter Plus can do the job for you.
Highlight the text in your email and get the number of words and characters you used in one click. Then you can proceed to either continue writing your email or wrap it up before it becomes a two-parter.
You can find many great tools that can help you write better and thus cut down the time you spend proofreading and rewriting your emails. DraftMap is one of them. Think Grammarly or Hemingway, plus it also checks for unnecessary word repetition and helps you stick to one writing style.
This Chrome extension gives you real-time suggestions on your writing that are color-coded. It will help you avoid using passive voice, typos, cliches, as well as advice on your email’s readability. All suggestions are based on Ernest Hemingway’s rules of writing. DraftMap is especially handy as all the processes happen right inside your email composition box.
Don’t worry if you still have highlighted words after you’re finished editing your email. The recipient won’t see the colors, the suggestions are only visible to you.
Your Email Could Be Better is an online tool designed to reduce the time you spend managing emails by educating everyone on the best email practices.
When composing a professional email you follow certain rules. Like making sure your message has a clear subject line or leaving out unnecessary attachments. You’ll be surprised by how often people break these rules, which ultimately results with both parties spending more time and effort.
Your Email Could Be Better has a list of 10 common faults. Each of the points comes with an explanation and examples of how to better your email. This can come in handy in case you’d like to tell your colleagues about those rules but don’t know how to do it. You can either use your own words or send them a link to Your Email Could Be Better to illustrate your point.
We all wish our email became entirely automated and didn’t require any attention at all. While that’s not exactly possible today, every little helps. Whether it’s cutting down your email length or timing yourself when you’re writing, once you establish some rules you’ll notice your first improvements.
If you just can’t stop writing long time-consuming emails, maybe it’s time to give up email completely. Try using your Customer Relationship Manager (CRM) or Slack to exchange messages with your coworkers instead. If nothing else, it’ll help you spend less time on email.
