Home > Business, Examples > How do you address your emails?

How do you address your emails?


AuthorI am reading a fascinating book entitled ‘How Google Works’, authored by Eric Schmidt and Jonathan Rosenberg. I highly recommend this captivating book as it is insightful, engaging and truly enlightening with many takeaway ideas and principles that can be applied in each of our own lives and business practices.

The section on Communications, especially the chapter on email wisdom, particularly hit a cord with me as I spend what seems like an inordinate amount of time sifting through emails on a daily basis. Hence my blog will be a total plagiaristic rip off of their great and useful insight on email protocol and etiquette.

  • Respond quickly.
    Are you a rapid responder, a selective responder, a non responder or a non-response responder? Strive in always to be a rapid responder. The best, and busiest people act quickly on their emails, not to a select few but to everyone. Perception is the key, a selective or non selective responder comes across to the sender as: “I’m overwhelmed. You’re not important. I don’t know when or if I will get to your note, so if you needed my input or feedback you will just have to wait in limbo a while longer. Plus I don’t like you.”
  • Words matter.
    When writing an email every word matters, and a useless prose doesn’t. Write a draft and then proof read it to eliminate words that aren’t necessary.
  • Clean out your inbox constantly.
    Stop wasting time on looking through your inbox deciding which email to answer next. Remember the old adage, only hold it once. If you read it and know what needs doing address it right away. If done well than your email becomes more of a to-do list of only complex issues, things that require more thought. Otherwise you are dooming yourself to rereading emails which is a 100 percent waste of time. Strive for zero items at the end of the day.

email

  • Handle email in LIFO order,
    (last in first out). Sometimes the older stuff gets handled by other people
  • Remember you’re a router.
    If you get useful information pass it on to others who would also receive benefit from it.
  • If you use the bcc (blind copy) feature, ask yourself why?
    Using this feature is almost always trying to hide something which is counterproductive in today’s transparent culture. Copy the person openly or don’t copy them at all.
  • Don’t yell.
    If you need to yell do it in person. It is far too easy to do it electronically.
  • Help your future self search for stuff.
    If you get something you may want to recall later, forward it to yourself with keywords that describe its content for ease in searching later.” (Schmidt, Rosenberg, and Eagle, 2014)

With time being such an expensive and valuable commodity any way to save a little or work a little smarter goes a long way to making us more successful in business and our personal lives.

About the Author

Bob Moser is a Strategic Account Manager at Optima Graphics.
He has been in the Trade Show industry since 1998.

Categories: Business, Examples
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