• Do not let your first task of the day be to check your e-mail. Look at your calendar first to prepare for the day’s events.
  • Allocate specific times of the day to read e-mail, rather than doing it randomly.
  • “Only handle an e-mail once,” says IBM Australia’s chief executive, Philip Bullock. “When you open it, decide whether you are going to deal with it, delegate it or delete it.”
  • Do not store outstanding e-mail in your inbox. They will build up too quickly. Deal with the e-mail straight away or put it on your “to do” list so you know what you have to follow up on and when.
  • Do not just write “Re: Hello” in your e-mail heading. Be specific in the heading.
  • Companies should question the use of distribution lists.
  • Ask an information technology specialist to show you how to archive your e-mail.
  • Be selective about who you “CC” your e-mail to. Most people do not need to see them, or even bother to read them. It is estimated that 70% of e-mails are CC’d unnecessarily.
  • Set up a filter so that if your name is in the CC box, the e-mail is diverted to a subfolder that you can read at your leisure. Most CC e-mail does not require urgent attention.
  • Instead of e-mailing someone, you can often save time by telephoning them. You can e-mail them afterwards to summarise your conversation.
  • Take a short course in the software you are using.
  • Discuss e-mail use and relevance with staff to reduce unnecessary e-mail.
  • Be sparing with graphics and attachments.
  • Regularly archive all your e-mail on a CD.
  • Remember that e-mail does not make you a better communicator, just a faster one.



Subscribe to the Naina.co newsletter

By checking this box, you confirm that you have read and are agreeing to our terms of use regarding the storage of the data submitted through this form.