Management Tips

Tips and etiquette rules to success with email


Email has become an operations center for many professionals. Many of them manage their communication through this channel and also use it to manage tasks like a powerful workflow engine: The email inbox is the center of their business universe.

Although email is a tool that appeared more than 15 years ago, not everyone is still able to take the benefits of its true potential. To prevent this from happening to you, here it is a list of tips that can help to make the most out of email:

1. Avoid email accounts offered by phone, DSL or cable Internet providers. They are low quality services, with the purpose of making you captive of its services.

2. Use a primary address and have at hand a secondary address of a different provider, for ocassional use in special situations (service cuts or big delays).

3. Do not change your email address, unless you have no choice. Your contacts will appreciate this.

4. Discard email services that offer you not enough space in the mailbox. Less than 5 GB per account is not worth it nowadays. Do you want to spend time deleting emails?

5. Never install an email server in your office. Why complicate your life running your own email server instead of focusing all our efforts on your core business?

6. Be carefull with free email services, some of them add advertising when you send an email. Horoscope, sex, travel,… they can be added to emails that you send to your customers and suppliers.

7. Use common sense always, in order to increase your personal productivity. You can save time, for example, avoiding phone interruptions.

8. Create habits or routines to read emails only at certain times. Disable popups, visual and sound alerts that are shown when an email arrives; You can read emails when you arrive to the office, noon, once every two hours…

9. Do not send all your emails with high priority because they lose that desired effect of the importance level. For urgent issues, use the phone or chat.

10. When sending an email, don’t call the destinatary to say: “you’ve a new email”.

11. Avoid deleting emails because you don’t know when you might need an email that you have received or sent.

12. Searching and tagging is better than sorting emails into folders. The Gmail system is a good example.

13. If you send emails to groups of people, look for the tools focused on creating groups of recipients, instead of typing addresses one by one, each time.

14. Follow the etiquette rules when writing emails: Do not write in capitals –it’s equivalent to yelling–; answer following the thread of the conversation; use the BCC field (Blind Carbon Copy) to ensure the privacy of the recipients in an email.

15. Never follow absurd email chains, that just are giving spammers what they want: wasting time and money.

Imagen | Horia Varlan