We typically use email as a major area for our brain dumps or disseminating our thoughts. Email consumed a quarter of the day for the typical professional, according to the 2007 book, The Hamster Revolution.  We know the reality today is much higher than that! Where do you begin in managing it?  First email as you’d like to be emailed and make your own e-mail a model for others. Don’t send an email that you would not want to receive. Then follow these 21 tips for productive emails you won’t mind receiving.

 

  1. Whenever possible, stick to one topic per e-mail and be brief
  2. Lead with the most important information
  3. Make sure the subject line remains relevant
  4. Tell the reader what action you require and when
  5. Compress large files before attaching
  6. Have set times to review e-mail
  7. Don’t reply if not necessary
  8. Use the reply to all button sparingly
  9. Turn off distracting alarm features
  10. Delete file or reply; don’t delay
  11. Have an organized filing system for your messages
  12. File relevant messages only
  13. Don’t print messages if avoidable
  14. Use the auto reply feature when away from the office
  15. Get off mailing lists and cancel subscriptions for things you’ll never read.
  16. Delegate where possible
  17. Keep it professional and use abbreviations and emoticons sparingly
  18. Proofread your e-mail before you send it
  19. Assume your message will be posted at your website  and don’t say anything you don’t want made public
  20. When sending to a group-especially if they don’t all know each other, BCC everyone
  21. Use drafts or templates for routine inquiries
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Nicole Chamblin
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Nicole Chamblin

I’m Nicole Chamblin, a productivity “coachsultant”, the Chief Visionary and owner of Visions Productivity Solutions. Through onsite consulting, virtual coaching and live training sessions, I love teaching ways to more effectively manage the 3 Ts™- time, team, and tasks. If you’re a small business owner or a department head of an established business that has never taken the time to put in place back end administrative processes to improve productivity, efficiency, communication and collaboration– I can help.
Nicole Chamblin
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