Get Productive: Email Do's and Don'ts

We all know how much time email eats into our day - in fact it's been shown to take up to 40% of our time and it's often one of the most frequently discussed problems.

While it's difficult to avoid email, here are few ideas to create a more professional and efficient email process that can be applied to both small and large businesses.

• Is email the best and most appropriate means of communication?  Sometimes it's quicker and more effective to just pick up the phone.
• Only send it to the person who needs to read it.  Don't clog up someone's inbox if they don't need to see it.
• Answer all questions, and pre-empt further questions.  Avoids additional emails being sent back and forth.
• Use proper spelling, grammar and punctuation.  This should apply to any form of communication.
• Make it personal - "Dear Sir/Madam" is so formal.
• Don’t attach unnecessary files.  Large files can clog up an email system - especially when they get sent to multiple addressees.  Think about using Google Drive or Dropbox for file sharing.
• Don’t write in CAPITALS - that's seen as shouting in the online world.
• Don't leave out the message thread - especially if it relates to what you're discussing.
• Read the email before you send it - we all mistype and skip words - check it through.
• Don’t overuse Reply to All - does everyone really need to see your reply.
• Don’t request delivery and read receipts - have their uses but may also be switched off anyway by the recipient.
• Avoid excessive use of the high priority option, URGENT and IMPORTANT (unless it is!)
• Don’t use email for confidential or sensitive information.
• Avoid email ping-pong – pick up the phone instead. 

Look out for more info and tips for a more effective and organised Inbox.

(Photo credit: Wikipedia)