Email is one of the most common and essential forms of communication in the digital age. However, it can also be a source of stress, distraction, and confusion if not managed properly. In this article, you will learn some practical tips and tricks to enhance your email efficiency and productivity, as well as improve your email etiquette and professionalism.
The subject line is the first thing that your recipient sees when they receive your email. It should capture their attention and convey the main purpose and urgency of your message. Avoid vague, generic, or misleading subject lines that might get ignored or deleted. Instead, use specific, relevant, and informative keywords that summarize your email content and indicate what action you want or expect from your recipient. For example, instead of writing "Meeting", write "Reminder: Project X meeting on Tuesday at 10 am".
I find it's often best to be direct with your subject line, but also keep it short. If I'm struggling for a concise subject or want to add some flair, or capture an audience then I will utilize ChatGPT.
A cluttered and chaotic inbox can make it hard to find, prioritize, and respond to important emails. To avoid this, you should organize your inbox and folders according to your needs and preferences. You can use labels, categories, filters, rules, or tags to sort your emails by sender, topic, status, or date. You can also create subfolders or archive emails that you don't need to access frequently. This way, you can reduce the number of unread or irrelevant emails in your inbox and focus on the ones that matter.
I've found it helpful to prioritize my daily emails. Utilize tools like flagging and pinning emails so they stand out from other emails. If necessary, implement a Trello board or a task list to help be further organized.
Start by setting specific times to check and respond to emails, so you don't get lost in your inbox all day. Use folders or labels to categorize messages and set up filters to sort them automatically. Lastly, keep your email concise and to the point, so it's easy for both you and the recipient to understand what's going on.
Checking your email constantly can interrupt your workflow and distract you from your other tasks. To avoid this, you should set a schedule and limit your email time to specific periods of the day. For example, you can check your email first thing in the morning, after lunch, and before you finish work. You can also turn off notifications or use the do not disturb mode on your devices to avoid being tempted or disturbed by incoming emails. This way, you can dedicate your email time to reading, replying, or deleting emails efficiently and effectively.
The first thing to do after logging in to work is to check emails. It's not only helps in planning the entire day schedule but also saves time
In my workplace it is highly encouraged to utilize the calendar attached to our emails. Not only does it allow us to see when others are busy but if they have blocked out some time to focus. I generally set aside 30 minutes at the beginning and end of my day to respond and prioritize emails for the next morning. I do keep an eye on my inbox throughout the day should an emergency arise.
Writing emails can influence how your recipient perceives and responds to your message. You should aim to be clear and concise, making sure to use a polite and professional tone. Utilize proper grammar, spelling, and punctuation while avoiding slang, jargon, or abbreviations that might be misunderstood or offensive. Structure the email in a logical way; start with a greeting and a brief introduction of yourself and why you are writing, followed by the main point or request in one or two sentences. Include any relevant details that support your point or request. To conclude, include a closing remark and signature with your name and contact information. To make the email easier to read, use bullet points, lists, headings, attachments, links, or screenshots to organize content and provide additional information that might be too large or complex to include in the email body. Make sure all attachments or links are relevant, secure, and accessible.
I used to struggle to write emails. I found it helpful to write down all key points in the first couple lines to refer back to as I'm writing an email. This can be helpful to keep on track, cover the important points, and help you remember any attachments. Depending on the audience, I've discovered that ChatGPT can be useful for improving wording, clarifying thoughts, suggesting changes, or helping to reword a difficult email.
Email etiquette and best practices are essential for maintaining positive and respectful relationships with your recipients and avoiding misunderstandings or conflicts. To follow them, be respectful and courteous, using appropriate salutations and closings, addressing your recipient by name or title, and thanking them when necessary. Additionally, be responsive and timely in your replies, setting an auto-reply message if you are out of office or unavailable. When sending emails, choose the right recipients, respect their privacy and confidentiality, review and proofread your email before sending it, and double-check the recipients to make sure you don’t send an email to the wrong person or address.
A great rule of thumb is to meet your audience at their level. If you are corresponding with a CEO, then proper professional greetings are a must. If you are emailing with seasoned clients then you can be more casual by using their first name or addressing them as you would in a public setting. It's also a good idea that if you are going to be out of the office for a period of time, let people know that you are out of office and who they should contact should they need immediate assistance. And also it's best practice to have a signature with your company and contact information. Always review your email as well, checking for spelling errors, missing attachments, all recipients are included, etc.
Email tools and apps can help you boost your email efficiency and productivity. They offer a range of features and functions to improve your email management, writing, security, or collaboration. For instance, you can use them to schedule emails for later, track emails to see if they’ve been opened or replied to, automate emails with predefined responses, encrypt emails to safeguard your data and privacy, and integrate emails with other tools or apps such as calendars, tasks, notes, or documents. You can find the right email tools and apps for you from various sources like your email provider, browser, or app store.
I serve as an office assistant to 4 bosses. While the number of emails I receive daily is not excessive, I try to respond to all in a timely manner. My first task each morning is to go thru my emails and flag the ones that need action. Flagging these emails initiates them coming up on my "To Do" list in Office 365. The "To Do" has proven to be so very valuable for keeping my bosses on top of things. I deal a lot with college students and have noticed that they respond better to short bulleted lists, putting dates and deadlines in bold, and following up with a reminder the day before the deadline. When I email them, I add "REMINDER" in all caps to the subject. These are simple comments, but my goal is to use email effectively.