Friday, August 3, 2018

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
And a Gmail app if you want to know if people read your emails / personalize a mass email: link

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)

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