In honor of this day I thought I would shares some rules that can help you reduce the inefficiencies that email can cause.
Some “Organizational Rules” to Reduce E-mail Waste
Rule 1 – Limit “CC’s” to only those that are ABSOLUTELY ESSENTIAL. Make a rule that employees can choose to BLOCK all CC e-mails.
Rule 2 – No more than two “cycles” back and forth between correspondents. If the issue is not resolved by that point, USE THE TELEPHONE!
Rule 3 – No unnecessary forwarding of attachments; use a hyperlink instead.
Rule 4 – Always include the POINT and URGENCY of the e-mail in both the subject line and the first few lines of the text.
Rule 5 – Consider using the first few sentences of an e-mail as an ABSTRACT that summarizes the remainder of the communication. Below the abstract, add additional detail with the comment, “More detail follows…”.
Rule 6 – KEEP IT BRIEF! No e-mail should be more than 20 lines in length (consider using a network filter to block any that are longer).
Rule 7 – Start the subject line with “ACTION” whenever immediate action is required by the addressee. Actions should be identified at the beginning of the e-mail.
Rule 8 – Try using the SUBJECT LINE to communicate the ENTIRE message, followed by “EOM” which stands for “End of Message”.
Rule 9 – Limit the number of times during the day that you cleanup or respond to e-mails. Turn off the e-mail alarm, so YOU control when you deal with e-mail.
Fewer interruptions means more time spent at work on value added activities. Using these rules can help email from becoming a wasteful distraction that can cost companies and you lost productivity.
SAVE YOUR INBOX WITH 5S FOR EMAIL.
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