You must know that all-too-common feeling as you load up your business emails and are confronted with a seething e-mess that seems as impenetrable as the Amazonian jungle. Much of your working day can be wasted by constantly checking your inbox but fear no more, as this handy little guide offers some advice on how to adapt your email practices to get on top of things.
1. Only check your emails a few times a day
This may seem like the talk of a madman to many but cut down on the number of times you check your inbox. This will prevent you from spending all your time looking at your emails when you could be doing something more productive.
2. Turn to an email management solution
Don’t waste your time worrying about what’s important enough to archive and turn to an email management solution. This will store your emails securely in the cloud where it’s easily accessible by users and auditors alike. Storing in the cloud also takes away the space consuming and costly servers, meaning you’ve got more space and more money. Companies such as Mimecast provides these services to businesses and assist on issues around email archiving, security and other common email management issues.
3. Keep it simple
Don’t reply to emails with essays; instead keep it short and to the point, something emails were originally intended for. If you write a concise reply then your recipient will usually do the same, meaning you’re cutting down the amount of time you spend emailing.
4. Don’t let your emotions get the better of you
Received an email that has really grinded your gears? Already planning out an expletive ridden reply? Stop right there. When emotional you’re prone to react without reasoning and logic, and this most certainly applies to emails.
Take a breather, go for a stroll or go and pour yourself a cup of coffee, then once you’ve had time to think straight you can start writing your reply. There’s nothing worse than sending a volatile email and then having to backtrack and apologize.
5. Know when not to email
Emailing can seem like the best way to communicate because it’s quick, easy and you don’t have to worry about social conventions when having a conversation with someone.
However, when it comes to serious subjects like a change in policy for example, then it’s best to do that either by phone or face-to-face.
There’s no need to get bogged down in an endless thread of messages with several of your colleagues pitching in if a short phone call will suffice.