Scheduling meetings over email is like playing ping pong, where a simple “Can you meet at 4:00 pm?” could easily turn into an endless volley of back-and-forth replies.
In The 4-Hour Work Week, author Tim Ferris suggests a simple strategy to streamline things:
Email communication should be streamlined to prevent needless back-and-forth. Thus, an email with “Can you meet at 4:00 pm?” would become “Can you meet at 4:00 pm? If not, please advise three other times that work for you.”
Get into the habit of considering what “if … then” actions can be proposed in any e-mail where you ask a question.
The “if…then” statement preempts follow-up questions and prevents them altogether. By avoiding separate dialogues, you dramatically reduce emails sent. Let the other person give you some options while you get back to doing real work.