Manage your inbox
Keep your inbox as uncluttered as possible by answering emails within a reasonable timeframe, deleting junk mail and filing emails you wish to keep.
Turn off email alerts if you don’t want to be informed of all incoming emails and choose your own times to read and respond to emails.
Also think about the timing of your email. Are you more likely to get a response if you email first thing in the morning or later in the day? Understanding your audience will help you determine what time works best.
An email sent in haste or sent to the wrong address can land you in trouble. A simple tip to prevent sending an email before you’ve finished writing it is to enter the email address last. Or put an important or sensitive email into your draft folder and re-read it later, preferably the next day.
Remember that all emails sent from your company computer are archived and available for review at any time by senior management or an external auditor.
Read the tail (previous emails that are part of the email) before forwarding emails. There may be confidential or embarrassing information buried in the tail that the new recipient could read.
If you are providing advice via email, you may wish to protect yourself by seeking advice internally first or including a disclaimer. However, remember a disclaimer may not protect you legally.
When emails deal with several topics, your reader may not respond to all items. Single-topic emails are often more effective, but sometimes that is impractical. In such case, bullet or number your topics for easy reference.
Not everyone responds promptly. If you think you may need to send a reminder, blind copy yourself in the original email, place your copy into Tasks and set a date. When the task pops up, you’ll know it’s time to send a reminder if you haven’t received a response.