1. Don’t send pointless emails
Do not waste time on emails when there is no need to send one. Remember that an email sent is an email you will receive. There is often no need to email the person next to you unless there is something highly sensitive to communicate or you need to keep your message on record. Just get up and walk over!
2. Think about who you send your email to
Think about who you are sending your email to. One of the biggest misdemeanours when it comes to an individual’s email management is copying in irrelevant recipients. Think about who needs to see the communication – we all dislike a busy inbox so help others to reduce their traffic where you can too.
3. Consider carefully before emailing sensitive information
Make sure you don’t leave sensitive information on an email trail that you have forwarded. That might be commercially sensitive or confidential information, or just something you would not want the recipient to see being said. Letting information get into the wrong hands could have consequences down the line. Make the time to scroll down and re-read before hitting send.
4. Develop a filing system
Develop a filing system that works for you. Lots of people find it a hassle, but why not try the method of setting rules so that emails are automatically filed and skip the inbox when necessary. Often non-urgent emails will take up too much of your time at work so implementing a filing system like this can help improve your productivity.
5. Be clear, concise and specific in your emails
Save time and email volumes by being clear in what you are writing. We have all spent too long going back and forth over email to clarify an ambiguous point but if you communicate with clarity from the start email traffic will be reduced. Remember that the reader rarely understands what you are saying as well as you do.
6. Do you even need to send an email in the first place?
Instant messaging is a handy way to communicate too. Companies like Cryoserver can archive IMs as they would emails so if you need something on record but do not want to send a full email, or need a faster response, using IM is a good alternative.