How to Improve Email Efficiency
Emails can be one of the most useful tools in business but they can also be extremely time-consuming when not used efficiently. Here at Bamboo Nine, we receive and reply to hundreds of emails every day so email efficiency is key for us. Without email efficiency, you could spend all day sending and receiving emails without starting on any projects or work you need to get done. So, what are the best ways to improve email efficiency? Read on to find out more.
Most people start their day by checking through their emails. This is often a positive way to begin your working day as it helps you assess what work needs to be done and the urgency of projects. However, the temptation can be to reply to every email before you proceed with your work. This is not productive. I would recommend scanning through your emails and marking which ones are a priority. That way, you will know which emails to deal with first and which can be left until a later date.
Less is More
Although it is not always appropriate to answer with a one-word reply, it is efficient to keep your emails as short and succinct as possible. If you get to the point quickly, you are more likely to get a response. However, there may be instances when numerous requests need to be addressed. If this is the case, use numbered lists to help improve email readability for your recipient.
Respond Within 24 Hours
With any business, the faster you respond to emails, the more you earn a reputation as a reliable worker. Here at Bamboo Nine, we always try to reply to emails within 24 hours. Whether it’s a quick response saying we need time to think it over, or whether it is detailed with all the information the recipient needs. We like to let our clients, potential customers and co-workers know that we are a reliable business offering exceptional service.
Subject, Subject, Subject
In my experience, emails are more likely to be read and responded to if they have a subject line. Often, important emails are missed or left unopened by companies because the lack of a subject line creates the assumption the email is unimportant. It only takes a few seconds to think of a relevant subject line. But this small addition will instantly grab the attention of your recipient.
Avoid Poor Spelling and Grammar
For a company working and specialising in Digital Marketing, we know the importance of avoiding poor spelling and grammar mistakes – especially when we are writing our content! But we are only human and, from time to time, spelling and grammar mistakes are bound to happen. But the truth is that these mistakes can often be judged harshly by email recipients – even jeopardizing the credibility and trust of your company. So, always double check your emails for any spelling or grammar mistakes before sending them out. It may take a little bit of extra time but it is worth it in the long run.
Often, people overuse capitals and exclamation points in emails. This can be received in the wrong way as it often tells people one of two things: You’re either very angry or very excited. Unfortunately, this can come across as unprofessional and it can be misunderstood by many email recipients. For this reason alone, capitals and exclamation points should be used as sparingly as possible to avoid causing any confusion or unnecessary stress.
Have the Last Word
Never leave your recipients unsure or stressing the small stuff. Having the last word in an email can be extremely beneficial as it lets others know you have received and understood their message. This just avoids anyone waiting on conformation or worrying that you haven’t received their email in the first place. Even if you reply with a simply ‘thank you’, having the last word can improve your professionalism and put your recipients at ease that everything is being dealt with.
One of the biggest time-wasters regarding emails are newsletters, professional subscriptions and news sources that clutter up your inbox. Often, it can take a long time to go through each message and delete anything irrelevant, so we would strongly recommend unsubscribing from irrelevant mail chains. Unsubscribing from emails may be something you need to carve out time for but it will be beneficial as you will have a cleaner and more manageable inbox as a result.
Email Isn’t Always Best
Email isn’t always the best form of communication. Although emails can make your business extremely efficient, there are some subjects better discussed over a call, a face-to-face meeting or even a text message. If you think the subject you are dealing with is better organised through a different medium, get on the phone and get it sorted.
Emails can be an efficient addition to any company but they can also be great time wasters. I hope my tips on email efficiency have been informative and that they will help you manage your emailing time better. If you would like more information, or if you have any questions, send us an email! Just kidding…but seriously, please feel free to give us a call.