Read the following passage then answer the questions below.
Dealing with your office emails
Email has completely changed the way we work today. It offers many benefits and, if used well, can be an
excellent tool for improving your own efficiency. Managed badly, though, email can be waste of valuable
time. Statistics indicate that office workers need to wade through an average of more than 30 emails a
day. Despite your best effort, unsolicited email or spam can clutter up the most organised inbox and infect
your computer system with viruses. Here we give you guidance on protecting yourself.
Prioritising incoming messages
If you are regularly faced with a large volume of incoming messages, you need to prioritise your inbox to
identify which emails are really important. If it is obvious spam, it can be deleted without reading. Then
follow these steps for each email:
Check who the email is from. Were you expecting or hoping to hear from the sender? How quickly
do they expect you to respond to?
Check what the email is about. Is the subject urgent? Is it about the issue that falls within your
sphere of responsibility, or should it just be forwarded to someone else?
Has the email been in your inbox for long? Check the message time.
An initial scan like this can help you identify the emails that require your prompt attention. The others can
be kept for reading at a more convenient time.
Replying in stages
Having prioritised your emails, you can answer them in stages, first with a brief acknowledgement and
then a more detailed follow-up. This is particularly advisable when dealing with complicated matters
where you don’t want to give a rushed answer. If you decide to do this, tell the recipient a definite date
when you’ll be able to get back to him or her and try to keep to this wherever possible.
Some emails are uncomplicated and only require a brief, one line answer, so it is a good idea to reply to
these immediately. For example, if all you need to say is, “Yes I can make the 10.00 meeting”, or”Thanks,
that’s just the information I needed”, do it. If you are unable to reply there and then or choose not to, let
the sender know that you’ve received the message and will be in touch as soon as possible.
a. Complete the flow chart below with no more than two words from the text.
Dealing with emails
Delete 1……………………………………..
Sort email according to the:
Sender
Subject
2………………………………………
Deal with emails that need your
3……………………………………………………
If an email is easy to deal with, you
should 4……………………………………………
If an email is complex, you can:
First send a 5…………………………………………………........
Give the sender a 6……………………………………………....
for answer their email fully
b. Answer TRUE or FALSE to the following questions.
1. Email is always an excellent tool for improving work efficiency
2. Statistics indicate that office workers receive no more than 30 emails a day.
3. A part of an email management process is prioritization of your incoming messages.
4. Always answer all your emails immediately
Prosze o pomoc przeczytajcie tekst i odpowiedzcie na te pytania.
Dealing with your office emails
Email has completely changed the way we work today. It offers many benefits and, if used well, can be an
excellent tool for improving your own efficiency. Managed badly, though, email can be waste of valuable
time. Statistics indicate that office workers need to wade through an average of more than 30 emails a
day. Despite your best effort, unsolicited email or spam can clutter up the most organised inbox and infect
your computer system with viruses. Here we give you guidance on protecting yourself.
Prioritising incoming messages
If you are regularly faced with a large volume of incoming messages, you need to prioritise your inbox to
identify which emails are really important. If it is obvious spam, it can be deleted without reading. Then
follow these steps for each email:
Check who the email is from. Were you expecting or hoping to hear from the sender? How quickly
do they expect you to respond to?
Check what the email is about. Is the subject urgent? Is it about the issue that falls within your
sphere of responsibility, or should it just be forwarded to someone else?
Has the email been in your inbox for long? Check the message time.
An initial scan like this can help you identify the emails that require your prompt attention. The others can
be kept for reading at a more convenient time.
Replying in stages
Having prioritised your emails, you can answer them in stages, first with a brief acknowledgement and
then a more detailed follow-up. This is particularly advisable when dealing with complicated matters
where you don’t want to give a rushed answer. If you decide to do this, tell the recipient a definite date
when you’ll be able to get back to him or her and try to keep to this wherever possible.
Some emails are uncomplicated and only require a brief, one line answer, so it is a good idea to reply to
these immediately. For example, if all you need to say is, “Yes I can make the 10.00 meeting”, or”Thanks,
that’s just the information I needed”, do it. If you are unable to reply there and then or choose not to, let
the sender know that you’ve received the message and will be in touch as soon as possible.
a. Complete the flow chart below with no more than two words from the text.
Dealing with emails
Delete 1……………………………………..
Sort email according to the:
Sender
Subject
2………………………………………
Deal with emails that need your
3……………………………………………………
If an email is easy to deal with, you
should 4……………………………………………
If an email is complex, you can:
First send a 5…………………………………………………........
Give the sender a 6……………………………………………....
for answer their email fully
b. Answer TRUE or FALSE to the following questions.
1. Email is always an excellent tool for improving work efficiency
2. Statistics indicate that office workers receive no more than 30 emails a day.
3. A part of an email management process is prioritization of your incoming messages.
4. Always answer all your emails immediately
Prosze o pomoc przeczytajcie tekst i odpowiedzcie na te pytania.