While email is the immediate form of contact we all love, it’s also one of the largest time-suckers we face on a daily basis. The constant checking and follow-up responses can cause you to get stuck rather than leading your team in growth. Creating boundaries for your inbox is just as important as creating boundaries with your clients. Stop your email addiction with these quick tips on email changes to make in your biz.
Set Style Expectations
When you work with a group, there will inevitably be different communication styles, and nothing highlights that more than email messages. Some prefer short and to the point, while others are lengthy with well-thought-out paragraphs. When the two opposites meet in the inbox, a silent confrontation can form from misunderstanding the other’s style. Before beginning a project, explain how you communicate via email with the team to avoid a misinterpretation or assumption based on your words.
Designated Email Times
If the incoming email “ding” or the red “1” symbol by the mail app on your phone drives you to check the inbox, it’s time to set allotted times for email reads. A great goal is to check your email twice a day. Block out a (small) window of time in the morning and afternoon to check and respond to emails.
Respond Or Archive
When you read an email the first time, take action. Respond, archive, or delete it. If not, you’ll come back to it later in the day and re-read it, wasting more time than necessary. Read it. Take Action. If an email requires more of your time and thought, flag it to respond to at a later time in the day.
Switch It Up
Consider if email is the best form of communication for the message you need to send. If there’s a risk for constant back-and-forth filling your inbox, make a phone call. Try sending video message via Loom, Slack messages, or ask to schedule a video call with the other person.
Email With Purpose
Do not include a recipient on your email unless it directly pertains to them or one of their assignments. Skip the CC and BCC lines and save your colleagues some time in their day.
Test Your System
Once you’ve implemented a few of our tips on email changes, focus on reducing the amount of time you spend formulating a single email. Communicate to your team and clients what kind of response time they can expect from you and encourage them to create boundaries for their inboxes too!
If you’re ready to systemize your email management and your business, check out my free training!
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