How to Be Efficient With Business Email

Frequently checking email can eat up your workday.

Business email can be a blessing and a curse. On the one hand, it allows fast communication; on the other, it can quickly pile up, cause miscommunication, eat up your workday and ultimately affect the bottom line. Whenever possible, make requests to your co-workers or employees in person or with a quick call, which can help reduce the number of emails you send and reply to. If you're a supervisor or manager, don't feel you must respond to every email you receive. If your assistant or another employee can handle the matter, forward the email to him.

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Instructions

- 1
  
  Check your email no more than two to three times a day. Frequently checking email can distract you from your other work. If your email program is Web-based, you might also be tempted to do personal Internet browsing.
- 2
  
  Make your emails as specific as possible, which will help reduce the amount of time you'll spend clarifying your information or requests. Get to the point as quickly as possible in as few words as possible.
- 3
  
  Organize emails by sender before responding to an email. Doing so allows you to see any subsequent emails from the same sender so you can combine emails into one reply.
- 4
  
  Pare down previous replies in an email, removing what is no longer important to the conversation. Streamlining email conversations helps both parties identify necessary information.
- 5
  
  Maintain folders for emails from key contacts, clients, co-workers and regarding various projects. After you respond to an email, move it to the appropriate folder to keep your inbox as uncluttered as possible.
- 6
  
  Delete emails you no longer need. Be ruthless; set a goal of being able to see blank space at the bottom of your inbox, which means only keeping 12 to 15 messages in your inbox at a time.
- 7
  
  Regularly update your address book to make sure you have correct contact information for clients and business associates.
- 8
  
  Check your spam folder regularly to make sure you do not overlook important messages or wrongly accuse someone of not following up with you.
- 9
  
  Aim to respond to all emails no later than 24 to 48 hours after you receive them. Replying quickly to emails is polite and professional and will help unclutter your inbox.

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How to Be Efficient With Business Email

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