How does your day start and end? It’s suspected that as someone who works a desk job, chances are you start your day assessing your inbox and responding to emails; and you end the day doing the same. If your day goes where your emails are at to an extent where your other tasks are affected, this habit is getting out of hand.
Spending most of your time at work reading and responding to emails could mean putting your other tasks or projects that are more important and urgent on hold. In addition to that, reading and drafting emails can increase your stress if done without apt time measure. This means negatively affecting your whole day’s productivity and agenda.
Frustrated for not having any response back? Perhaps the receiver is taking too long to write back? Finally realizing how much your day at work gets drained because of emails? If so, you ought to check and change your email habits.
Set a schedule for reading and responding to emails
Time management is hands-down the most important habit to practice at work. This is extra important when reading and responding to emails so your day won’t get dragged and spent only on emails.
Allocate a designated time available exclusively for reading and responding to emails and ensure to have a specified amount of time for this—not too long. For instance, it could be 15-20 minutes first thing in the morning, after lunch, and before you head home. It’s important to observe this rule strictly; this means no checking in before and after your email schedules.
Organize your inbox
There’s nothing more relaxing and calming than starting and ending your day with a clean and tidy inbox. If you want to make your life a lot more easy and simple, start decluttering things and in this case, your inbox.
Create folders or tags i.e. personal folder, work folder, bills payment, etc.— for easy keeping tabs. Do also prioritize your emails. Know which email requires your utmost immediate action and urgent response and which one can be revisited for later. Whatever it is and however you prefer to organize these things, process your emails during your scheduled time.
The subject line is your catchphrase
A lot of people fail to write an effective subject line, some even leave it blank. It’s a very unprofessional move to neglect the importance and straightforwardness of a subject line.
People have short attention span, even more so for busy professionals. And with regards to sending and receiving emails, you want to read short yet informative messages. Writing a catchy subject line will get your email at the top with just a quick scan.
Maintain a clean inbox
We can’t stress enough the importance of a clean and well-organized inbox and email processing system. Don’t you want to deal with your email fast and simple? Being responsive and acknowledging every email that pops in your inbox makes for a good email habit. No one wants to start and end their day with an unread email and a number of others.
Keep your responses short and simple
If possible, keep your responses short and simple. No one likes reading a wall of text especially if they don’t have the time for it. What your email body needs are the message and all the informative supporting details. There’s no need for flowery text and unnecessary fillings. Just get straight to the point and save everyone else’s time.