Top 10 email habits that everyone should have

Email, this great communication tool is representative of your business or employer. This is why a sort of email etiquette should be followed and the information contained in emails should reflect professionalism. Here are 10 rules that will ensure that you use email in a responsible manner.
1. Set aside specific time for emails
Verify your email account at some time intervals, but avoid turning this activity into a nightmare of stress. Remember that this innovative tool is here to help you, not to interfere with your other responsibilities.

2. Take action
A very bad habit that most people have is that of reading emails and making no decision afterwards. It will take you considerable more time to look for the emails that require your attention in a list of tens of emails received that day, to read them again and write the answer or decide if you delete them or not. It takes less time if you read the email and make a quick decision: reply, archive, add to a to do list or delete.
3. Keep it simple
When you answer an email, try to convey only the necessary and useful information. It’s time consuming both for you and for the person who will read it to deal with several paragraphs when the key information is much simple.

4. The subject really matters
After reading your address, most people read the subject of the email. Based on this information, they decide if your email requires their immediate attention or can be read later. Also, it make it easier for them to find your email later.
5. Why not using the telephone instead?
Many times, a phone call will take less time than an email and will help you avoid situations in which you send an email, constantly check inbox to see if you have a response, respond to the message and so on.
6. Filter
Whenever you receive an email that you don’t want to see and if this is likely to happen again, create a filter that prevents these messages from entering your inbox again or hit “unsubscribe”.
7. Your company email is not private
Your company email belongs to the company, so whenever you want to send personal messages, use your personal account. Also, never send inappropriate messages, as this will harm your company’s image.
8. Add an email signature
You should include an email signature at the end of each email. It should contain at least your full name, position, address and phone number. Thus, each time someone needs your contact information, he opens one of your emails.
9. Limit the number of sentences
It makes no sense to write novel-length answers when the information can be conveyed in a few sentences. Force yourself to be concise by setting a limit of five sentences for each response.
10. Send emails only to whom might be interested
Many people have the bad habit of sending an email to several people, even if they are not directly connected to the topic that is under discussion. Oftentimes, managers receive all the emails that their employees send. It is time consuming for them to read the messages and after a period of time they will start deleting emails without reading them.

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