USEFUL TIPS TO MANAGE YOUR E-MAIL

With the explosive nature of mobile application like WhatsApp, BBM, WeChat, 2Go, and so on, the fact remains that email still plays a huge role in our day-to-day working lives.

According to statistics from Radicati, by the end of 2019 almost three billion people will use email with five percent more emails sent and received every day.

If you are an active e-mail user, you sometimes feel overwhelmed with your inbox, so this tips are quite useful to help you mange your e-mail effectively and efficiently.

Make sure the e-mail is necessary

Do not waste time on emails when there is no need to send one. Remember that an email sent is an email you will receive. There is often no need to email the person next to you unless there is something highly sensitive to communicate or you need to keep your message on record.

Be sure and convinced of your recipient

Think about who you are sending your email to. One of the biggest misdemeanours when it comes to an individual’s email management is copying in irrelevant recipients. Think about who needs to see the communication – we all dislike a busy inbox so help others to reduce their traffic where you can too.

Sensitive information should be sent with caution

Make sure you don’t leave sensitive information on an email trail that you have forwarded. That might be commercially sensitive or confidential information, or just something you would not want the recipient to see being said. Letting information get into the wrong hands could have consequences down the line. Make the time to scroll down and re-read before hitting send.

Always keep track

Develop a filing system that works for you. Lots of people find it a hassle, but why not try the method of setting rules so that emails are automatically filed and skip the inbox when necessary. Often non-urgent emails will take up too much of your time at work so implementing a filing system like this can help improve your productivity.

Be brief and straight to the point

Save time and email volumes by being clear in what you are writing. We have all spent too long going back and forth over email to clarify an ambiguous point but if you communicate with clarity from the start email traffic will be reduced. Remember that the reader rarely understands what you are saying as well as you do.

Be sure there is need for the e-mail in the first place

Instant messaging is a handy way to communicate too. Companies like Cryoserver can archive IMs as they would emails so if you need something on record but do not want to send a full email, or need a faster response, using IM is a good alternative.