Email etiquette and management
Some tips for email etiquette, based on my experience and this resource:- Use an informative 'verb-based' subject line (e.g., "Can we meet") if you want something done
- Re-iterate the subject line the email
- Keep if very short. If you have something longer to say, include it in the attachment.
- Appropriate header (Hi, Hello) and closer (Best, Thanks)
- If you have to ask a question, do not bury it in the middle of the question. It should in the first 2 to 3 sentences of the email, and should be followed by white-space.
- Always suggest a time, even if it is to get the ball rolling.
- Respond within 12 hrs, 24 at the absolute latest, even if just to say "saw this"
- If there are multiple people on the email, "call out" each one specifically if you have specific tasks
For email management, I use something similar to the following link:
- Do Not spend more than 1-1.5 hrs per day on emails.
- In 15 min scheduled time blocks, use that time to triage or to answer anything that you can do in under 2 mins. Flag the important follow-ups or use your folders.
- Triage (if important, otherwise Delete):
- Do it (2 minutes or less)
- Delegate it (forward function)
- Defer it (Star it, e.g., all scheduling requests, use rules, use categories)
- Deposit it (Into a file folder)