Email Best Practices at Work

email-best-practices

Outside of picking up the phone and calling someone in order to prevent a lengthy, time-consuming email thread, the subject line and the format of the body are the fundamental keys to immediately improving email efficiency.

Subject Line

State the purpose, content and any deadline for action or response. It should be clear to the recipient without even opening an email if an action is required, if so by when, and which client/project/account it concerns. Examples:

               FYI: Compliance update re: mandatory notices

               Action Required: get answer to Client X by 3 PM Wed 7/21

               Attendance Requested: Project Z marketing campaign meeting 2 PM Thurs 8/5

Email Body Format

State your question or request first. Give two or three bullet point details, if necessary. If a lengthier explanation needs to be included, insert this text after the bullet points and with each main point bolded for easy reference. Before signing off, re-state your question or request.

Example 1: Action Required: get answer to Client X by 3 PM Wed 7/21

Tony,

Action: See Client X’s question below. Answer by phone (vm OK) and email.

Insert client question here:

“ipsum blah blah ————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————–.”

Due date: answer Client X’s questions by 3 PM CT Wed 7/21

Thank you,

Example 2: Attendance Requested: Project Z marketing campaign meeting 2 PM Thurs 8/5

Juan,

Meeting: marketing campaign

Purpose: Share input on campaign and make final selection

*Prep: review attached 3 proposals

*Share: pros, cons, suggested edits

*Finalize: campaign choice, with approved edits

Required attendance: Team A and Team B

Requested attendance: Team C and individuals contacted

Attendance Requested: Project Z marketing campaign meeting 2 PM Thurs 8/5

Sincerely,

Example 3: FYI: Compliance update re: mandatory notices

Changes in policy to be aware of:

*Bullet point 1

*Bullet point 2

*Bullet point 3

Explanations:

Change 1

Sentences/short paragraph with any necessary explanation. “ipsum blah blah ————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————–.”

Change 2

Sentences/short paragraph with any necessary explanation. “ipsum blah blah ————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————–.”

Change 3

Sentences/short paragraph with any necessary explanation. “ipsum blah blah ————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————–.”

There are, of course, other email tactics you can implement, but these are the most important to implement first in order to get more immediate email relief.

If you’re interested in more tips, click here for additional email best practices at work.

About Helene Segura, M.A. Ed., CPO®

As The Inefficiency Assassin™, Time Management Fixer Helene Segura empowers professionals on the go with the tools to slay lost time. Personal inefficiency at work leads to increased stress levels, lower morale, higher absenteeism, more turnover – and rising spending on employee health care and hiring. Why not improve productivity, decrease stress levels, and increase profits instead? The author of four books – two of which were Amazon best-sellers – Helene Segura has been the featured organization expert in more than 200 media interviews. She has coached hundreds of clients to productivity success and performance improvement by applying neuroscience and behavioral modification techniques to wipe out destructive, time-wasting habits. Helene turns time management on its head by sharing both client case studies and pop culture examples to teach her mind-bending framework for decreasing interruptions, distractions and procrastination so that companies can spend more time generating revenue.

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