Disagree with me if you like, but I believe the first basic skill you must master at work is managing your email.
If you are not in control of your &$%#@ emails, you are not in control.
The rules are straight-forward, and when followed, allow you to focus at work on doing the important things better.
While the ultimate goal is not easy to achieve – zero emails in your inbox at the end of the day (as if!) – there’s something to be said for keeping the minimal amount of emails in your inbox.
10 Basic Rules for Managing Work Emails
1. Set the correct email signature. People should not have to work to find you.
2. Set dedicated times to check email.
- Don’t check it any other time
- Turn off all notifications
- Tell people you only check at specific times so there are clear expectations
3. If the subject line is not specific, change it. That includes emails you send and you receive.
4. Set appropriate folders and filters. Then move items into the folder.
5. Unsubscribe from emails you don’t need.
6. Use the two-minute rule. If you can respond in less than 2 minutes, do it immediately and file. Or, try the 4 Ds model:
- Do it
- Delegate it
- Defer it
- Delete it
7. Respond within 48 hours, if not less.
8. Never send an email that’s a first draft. Proofread for words, puncuation, professionalism, etc.
9. By and large, avoid certain aspects such as emojis, excessive emotion or humour, lots of exclamation points, “Reply All,” and bcc’s (which can sometimes border on illegal).
10. Make every email explicit and actionable. Tell people precisely what you want them to do and by when. Highlight or bold it so it attracts the eye.
Just for interest, did you know using typographical symbols instead of using actual profanity has a word? Its called grawlix.
There really is a word for everything.
Anything else you’d add to this list of email requirements? Please add your thoughts and comments below.
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