Survey indicates execs swamped with e-mail

If you're wondering why your boss hasn't replied to your urgent e-mail from yesterday, it could be that he hasn't had time to read it yet, according to a 1999 nationwide survey developed by OfficeTeam.

The poll, conducted by an independent research firm, included responses from 150 executives from the nation's 1,000 largest companies, according to a release from OfficeTeam.

Executives were asked "How many e-mail messages do you think you receive each day?" The mean response was 36.

E-mail is preferable for many types of communication because it provides a formal record of dialogue and is less intrusive than a phone call or meeting, said Diane Domeyer, executive director of OfficeTeam, in the release.

However, she added that managing large volumes of incoming messages can quickly take its toll on productivity, which is why a number of executives rely on their administrative staff to help sort, prioritize and direct messages to the appropriate department for action.

Domeyer offered the following "power e-mail" tips:

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.

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

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 is time-sensitive. As a result, the executive may delay opening it.

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

Keep it simple. Each message should have only one piece of information or action item.

This makes it easier for the executive to respond.

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.

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

OfficeTeam is a provider of specialized administrative staffing with more than 225 locations in the United States, Canada and Europe.