Like a pet dog, email can be your best friend if you treat it well, give it love and attention and know how to train it. But, on the other hand, if you leave it to fend for itself, neglect it and let it run riot it can also be your worst enemy. If you want to save time in your day to focus on the things that really count, follow these 10 quick tips that will keep you in good stead with your mate Email…
1. Turn Your Email Alert Off
Don’t spend all day being interrupted every time a new email comes in! Turn your auto-alert off so that you can concentrate on the task at hand and increase your level of effectiveness, which in turn will save you precious time.
2. Pick Up The Phone
Sometimes it’s far more efficient to pick up the phone rather than spend time to-ing and fro-ing on email. Consider the situation and choose an appropriate form for communication, rather than always gravitating to email.
If you’ve subscribed to newsletters that you end up deleting week after week stop wasting time hitting the delete button and instead click on ‘unsubscribe’.
4. Be Clear
Use specific subject titles when you write an email so that the recipient knows what your message is about and responds accordingly. If you leave your subject line blank or are too vague your message might not be dealt with in an effective manner and you may end up having to follow up with another message or phone call.
5. Update Your Address Book
Make sure you add the email addresses of the people you want to receive emails from to your white list or address book so that you don’t have to waste time checking your junk folder or miss out on messages that you wanted to receive.
6. Spring-Clean Daily
Your inbox is not a database or filing system – make sure you check, read and clear out your emails daily where possible and only handle each message once. Doing a ‘quick check’ of your emails and then coming back to them later for action wastes time – open it, read it, action it and delete it. No exceptions.
7. Pick Your Time
Don’t spend precious time wading through your inbox when your energy levels are at their highest – deal with your emails later on and focus on your ‘high end tasks’ when you’re raring to go! For most people email is an administrative part of their job rather than a task that contributes directly to their objectives so it’s important to allocate your energy accordingly.
8. Set Up Templates
If there are emails that you regularly write set up a template and save it to your drafts folder so that you can cut and paste the text rather than spending time writing the same email out over and over again.
9. Choose Your Words Wisely
Email is a fantastic tool but it can also be very dangerous when the wrong words are used and our message is misconstrued. Remember – your words create your world, so think carefully before you hit the send button, and if in doubt, refer to point #2 – pick up the phone!
10. Check And Double Check Your Addressee’s
Before you hit send ALWAYS check your ‘To’ list – there are far too many horror stories out there of people who have accidentally received emails ABOUT themselves, and sensitive information falling into the wrong hands. Email can be your best friend, but it can also be your enemy when you suddenly have to sort out a very messy ‘stray’ email scenario. Check, check and double check!
If you would like to find out more about how coaching can help you create a career you love and manage your time smartly book your free 30-minute coaching consultation now. Simply click here to schedule your appointment.
Written by Faye Hollands – Director at Outshine Consulting. Faye is an accomplished Career Coach and Time Management Specialist who has successfully coached countless clients on how to create a career they love, get more done in less time, and achieve personal and professional success. You can contact Faye on +61 2 8323 4335 or email firstname.lastname@example.org
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