A new operating model for emails - Deepstash

A new operating model for emails

Create a new operating model for your organization’s emails. This should include:

  • Knowing when to email vs. communicating in other ways. 
  • Embracing other platforms for collaborating and communicating. Use internal messaging services to connect with your team quickly.
  • Ban “reply all.” 
  • Share email productivity tips that you have found successful. 

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MORE IDEAS FROM Email Killing Your Productivity? Here Are 9 Ways to Fight Back.

To avoid filling the email box of staff members, only CC the relevant parties. Ask your team to respond to you individually instead of using the reply-to-all button.

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  • Do. If the email is actionable and takes under two minutes, then do the task ASAP.
  • Delegate. Forward the right tasks to the right people.
  • Defer. Reply to the message at a better time.
  • Delete emails that are not important or that you can delegate. 
  • File. Add messages that contain information you will need to your archives.

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Batchers, who set aside specific chunks of time to work through their email, are significantly more effective when it comes to getting things done. Research shows that they’re less stressed as well.

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Have someone screen your messages. They can separate the important messages from the less important. You can hire a virtual assistant to handle this job.

Another option would be to use tools to sort and declutter your inbox so that only important emails come through. 

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Only respond to yesterday’s emails -- unless they’re urgent. 

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Ignore your inbox when you wake up

Responding to emails as soon as you receive a notification gives others the impression that you’re at their beck and call. It also prevents you from reflecting on your own priorities for the day.

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  • Have a clear and specific subject line to let the recipient know what the email is about without opening it.
  • Always be a professional. Never write with emotion or overuse exclamation marks.
  • Proofread. Ensure that the message is brief and makes sense to avoid any misunderstandings.
  • Include a call-to-action. With a clear direction, they won't have to respond with a series of follow-up questions.
  • Add a signature with your contact information.

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RELATED IDEA

Email is an extremely useful communication tool.  But when used inappropriately, email can hinder productivity.

More than one-quarter of a worker's day on average is spent answering and reading emails - email is the second-most time-consuming activity for workers, next to "role-specific tasks."

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Adopt GTD Methodology in Email

think of every email you get as either something you need to take action on, track, or refer to later. 

Every time you open a conversation, decide right away what to do with it. Don’t postpone and come back to it. You touch it once and move on.

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Create the following 2 folders:

  • Require Action besides simply responding.
  • Require Response. File emails here that you are unable to respond to immediately.

All other emails, once read, should go directly to their appropriate permanent files using rules.

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