I was at a friends office yesterday and observed him rummaging through his desk looking for email printouts… on which he had hand-written notes. We got into a discussion on why we need to make notes on emails at all… and a way of making notes on emails directly in Outlook.
Why do we need to take notes on emails?
It turns out that many conversations are started via email… and then get added to by our own thoughts or phone calls or face-to-face meetings. Adding notes (handwritten or electronic) to emails just makes it easier to refer to the FULL conversation or take action later.
1. Emails from people outside our own companies are often followed by phone calls… it is convenient to record follow-up notes directly on the email so that all the information is in one place.
2. We often delegate things to other people in our team via email… and then clarify them via phone calls or face-to-face meetings. Recording details directly on the email makes it easier to check if a delegated task has been fully completed.
3. Similarly we may have work that has been delegated to us via email initially but then followed up by phone calls or face-to-face meetings. Recording details directly on the email improves our chances of carrying out the delegated tasks fully.
4. Like many people I have a habit of quickly scanning through my emails… if an email relates to something I can do easily, I take action… otherwise I work on it later but… I may have ideas immediately and it is useful to record it with the email… ready for me to use later. This way I don’t lose thoughts or ideas related to an email.
One way of writing notes on emails is to do what my friend used to do… print out the emails… handwrite on them… and hope you can find them later.
The downsides of this method are that we waste a lot of paper… and the emails and notes are difficult to find when we need them
There is an easier way… use Email Notes for Outlook… an Outlook addin that adds a button inside Outlook for you so that you can easily add, view, edit and print notes on emails… all from inside Outlook.
You can learn more about and download a fully functional version of Email Notes for Outlook from our website.
Here are what some existing customers say about Email Notes for Outlook.
I help people with insurance and Email Notes makes it so much easier for me to work. I make the note on the email lead and it makes it so much easier to keep myself organized. Those notes have made a difference in my closing ratio. – Jim Lambert
EmailNotes gives me an immediate way to jot a reminder to myself connected with the e-mail. Absolutely hassle-free installation and use with Outlook. Wonderful utility!! –Pam Rolph
I don’t have to print the email message, hand write a note on it, and then keep track of it on my desk. Eliminates extra desktop paper and the info doesn’t get accidentally put in a job folder lost forever. – Patrick J. O’Leary, Estimator/Project Manager
One Reply to “Why (and how) we need to make Notes on Emails in Outlook”
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