The email has increasingly become the favoured way of communication on all levels. Billions of them are being sent every day using the most diverse email providers. Especially at work, it therefore often seems to us that we are drowning in emails, but there is no way back at this point. Following our guide for the perfect business call, this time we give you a refresher on all the things you need to know about the efficient use of business emails. And we also tell you how not to lose sight of your ever growing inbox.
1. Sort your emails. Make a special folder for every project/ assignment that you are working on and move all messages pertaining to that matter into it. This way, you can successfully minimize the time spent searching for that one important information.
2. Reserve one or more time windows every day for working through incoming emails and stick as much as possible to them. It will free you up to work on the tasks on your to-do-list without interruptions, while still keeping you updated on the latest developments.
3. Opt out of any newsletters that you receive, but never read. All they do is just unnecessarily cluttering up your inbox.
4. Mark your emails according to priority, so that you can avoid working under time pressure and always have an overview of the tasks that need to be tackled next. Should processing the email take you less than five minutes though, then it’s best to do it immediately and free up space on your to-do-list.
5. Always write good subject lines. Your colleagues and business partners won’t just be thankful to you for a good subject line, but they will furthermore know on first look what is expected of them or what information they get. And should there be a deadline, then also mention that date in your subject line. You are not the only one organizing their emails according to priority!
6. Write simple, clear sentences. Always re-read your email before sending and try to put yourself in the recipient’s shoes – do you understand everything? Writing things in short has the side effect of making you leave out potentially important pieces of information thinking that the recipient knows them, too. They can’t read your mind, though!
7. Don’t put too many (often unnecessary) names in CC and/ or BCC. It will only make it more confusing for the recipient.