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Following Email Etiquette

Following Email Etiquette

    In Simplifying Your Information Intake, we looked at strategies to reduce the amount of email you need to deal with, and how to deal with what’s left much faster. Anyone who undertakes the task of clearing out their inbox for good and getting a handle on their email habits inevitably discovers that the biggest reason email is plaguing so much of their time is the amount of unnecessary or badly written email being sent their way by others.

    Here at Lifehack we like to help you become more productive, but there’s something to be said for helping others become more productive – after all, if you can make the life of your coworkers, friends and family a bit easier, isn’t it more likely they’ll return the favor?

    So, in this article we’ll look at the email etiquette that you can follow to inspire world peace and harmony and end famine. Email can make life so much easier compared to the inconvenient snail mail or the inefficient phone call, but it can also be the source of all sorts of stress. Perhaps if everyone followed these guidelines, the world really would be a happier place!

    Use Descriptive Subject Lines

    Well-crafted, descriptive subject lines are essential to being able to process email quickly. If you have to open each email just to figure out what it’s about, you can’t prioritize their responses as efficiently. While you might think the email you’re sending is the most important for the recipient to reply to, it may be way down the list for them – they know what they need to get done with the most urgency, so let them be the judge and state plainly what the message is about.

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    Ask yourself if you’d understand the purpose of the email based on the subject heading alone before settling on one, and make sure it is concise, clear and scannable. Don’t use awkward phrasing or unusual words, because they take more time to re-read and understand, hence increasing the amount of time it takes your recipient to process the message.

    Brevity is Your Friend

    Have you ever received one of those emails that never seems to end? The one that goes on for pages and pages, yet by the time you finish you feel like you’ve learned nothing?

    Have you ever sent one?

    I bet the answer is yes on both counts. We’ve all received them, and we’ve all been guilty of sending them at least once or twice before. But there’s also the serial ramblers who do this every time they hit the Compose button.

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    In 90% of cases, email that is more than a page long is too long. Unless you’re explaining complicated concepts or providing detailed instructions (because they’ve been asked for or need to be communicated for a reason), then get back to the core of your message and communicate it quickly.

    In my experience the kind of person who sends an opus for each email is the kind of person who assumes everyone is less intelligent than themselves or feels the need to explain completely irrelevant things. For instance, if you’re a graphic artist, you don’t need to explain the techniques used to create an image for a client when you hand over the work. They don’t care; that’s why they hired you instead of figuring it out for themselves.

    But Don’t Be Too Brief

    Context is important; when you deal with email all the time, it’s easy to forget what you’ve sent out in the last few days. When people remove your message from their reply completely, or fail to include key details in a message, confusion ensues and more back-and-forth is required to sort it out.

    When replying to messages, clip off as much of the previous email as you can while keeping key sentences quoted in your reply. Ensure you provide contextual details that may seem self-evident to you, but not to the recipient – this is especially true when you’re emailing lecturers. Your course is not the only one they teach, most of the time!

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    Don’t CC if You Don’t Have a Reason

    Ah, the terminal case of misplaced carbon copies. Before you inflict this painfully irritating malady on someone, you’ve got to go back and have a good look and ask yourself if it’s necessary. From experience, I’d say about 90% of messages I’ve received where I’m not in the To: field but the CC: field were completely and totally useless to me.

    “Just keeping you in the loop” is a frequent reason given for doing this, and while there are sometimes cases where this is a good idea, for the most part you shouldn’t send someone an email unless you want them to take action on it

    Reply-All Isn’t Always Necessary

    Someone asks their whole mailing list for advice. The whole mailing list uses reply-all to give said advice. You get the pleasant surprise of tens, hundreds, or even thousands of totally unwanted emails. Reply-all is there for a reason and can be useful, but it’s yet another feature of email that’s rarely used for any good reason at all.

    Whether the boss sends you and three other guys an email asking what time the serial bus arrives (I’ve read too much Dilbert) or your 13 year old niece/daughter/cousin/sister has sent out yet another chain mail and you want to tell her off, don’t use reply-all. Don’t punish anyone more than they already have been!

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    Use BCC for Bulk Mail

    Speaking of little girls who make liberal use of the forward button, if you absolutely must send a bulk mail to your address book, always, always use the BCC field. It’s a basic privacy measure and not only prevents your recipients from receiving endless spam as a result of your carelessness (who doesn’t already?), but shows your recipient you have respect for their privacy and some intellect.

    I always feel somewhat more amicable to a mass-mailer who has bothered to use a BCC, even on an internal email.

    And, of course…

    Don’t Use The Forward Button

    The good old forward button. Whenever you receive a once-in-a-lifetime offer to have your love interest call and ask you on a hot date, it’s the forward button that lets you send it on to fifteen people and have it come true. Sounds like something you do often? In that case, I really hate you.

    If it’s not chain mail, it usually boils down to another case of “just keeping you in the loop” that’s not usually necessary; don’t bother unless someone requires the specific information in the forwarded message to complete their job.

    Email can be a massive waste of time. Help others cut their email time down and you’ll inevitably spend less time on it yourself.

    More by this author

    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

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    Last Updated on January 16, 2020

    12 Simple Ways to Boost Your Confidence Right Now

    12 Simple Ways to Boost Your Confidence Right Now

    The way you feel about yourself greatly influences how you live and interact with others. If you are confident about yourself, you tend to see yourself positively and actually enjoy spending time with and around people. You don’t feel self-conscious or awkward around others, and that allows you to live your fullest and happiest life.

    However, if you’re drowning in a sea of self-doubt, hesitancy and shyness, you often withdraw and isolate yourself from others and avoid interacting and connecting with people. That anxiety you feel in the pit of your stomach when you are around people is holding you back greatly and it is not good for your emotional health and overall well-being. You need to do something about it if you are low in self-confidence or have friends or family members who are not confident.

    “Confidence isn’t walking into a room thinking you’re better than everyone, it’s walking in not having to compare yourself to anyone” – Anonymous

    Here are simple, practical tips to boost your confidence right now and make you feel and act your best.

    1. Stop labeling yourself as awkward, timid or shy.

    When you label yourself as awkward, timid or shy, you sub-consciously tell your mind to act accordingly and psychologically feel inclined to live up to those expectations. Instead of labeling and entertaining negative self-talk, visualize and affirm yourself as confident and strong. Close your eyes for a minute and visualize yourself in different situation as you would like to be.

    Be your own cheerleader. Experts believe that positive affirmation and good mental practices like picturing yourself winning or achieving a goal can lead to greater feelings of self-assurance and prepare your brain for success.[1] As the saying goes, “seeing is believing.” Picture yourself as confident and soon enough you will begin to manifest behavior that gives evidence to this new ‘fact.’

    2. Recognize that the world is not focused on you (unless, of course, you are Kanye West).

    That means you don’t have to be excessively sensitive about who you are or what you are doing (or not doing). You are not on the center stage; there is no need for preoccupation with self and perfectionism. As rap music star Rocko sings, “You just do you and I will do me, aight?”

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    Forget about trying to please everyone or being perfect. Trying to be perfect and being a people-pleaser puts too much pressure on you and creates unnecessary anxiety. Besides, people are too preoccupied with their own issues to pay much attention to your every move unless, of course, you are a mega famous, super celebrity like Beyonce or Kanye West.

    3. Focus on other people as opposed to yourself.

    If you are low on confidence, self-conscious, nervous and shy in social situations, focus your attention on other people and what they are saying or doing instead of focusing on your own awkwardness.

    For example, think about what it is that is interesting about the person who’s the centre of the party or the guy or girl you are talking with. Prompt them to talk more about themselves and be genuinely curious and interested in what they say. You will instantly come across as confident and warmhearted.

    People generally want to talk about themselves, be heard and understood. They will love it when you’re eager and willing to listen to them and really hear what they have to say.

    This habit of focusing more on what you love in others as opposed to what you dislike in yourself will not only help you become more assertive and comfortable in virtually all social situations, but also instantly make you feel great about yourself.

    4. Know (and accept) yourself for who you are.

    Chinese military general, strategist and philosopher Sun Tzu, author of the internationally acclaimed book The Art of War, said, “Know yourself and you will win all battles.” Even in the battle with lack of confidence, you will need to know yourself to win.

    Knowing yourself starts with understanding that people are not all the same, neither are all social situation suitable for everyone. You might not be confident in large gatherings, but you could be bold and confident in one-on-one and small group interactions. We all have our own unique gifts and unique ways of expressing ourselves. Embrace yours!

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    Introverts, for example, have a quiet confidence that is, unfortunately, often confused for shyness. They are naturally low key and prefer to spend time alone. However, this natural disposition affords them certain unique gifts, such as an ability to listen better than most people and notice things that others don’t.

    Your uniqueness is where your strength and advantage lies. You won’t be comfortable and confident in all situations all the time. Albert Einstein said,

    “Everybody is a genius. But if you judge a fish by its ability to climb a tree, it will live its whole life believing that it is stupid.”

    5. Crack a smile.

    If there is one sure way to instantly boost your confidence, it’s cracking a smile. Christine Clapp, a public speaking expert at The George Washington University, says that flashing those pretty, pearly white teeth will immediately make you appear both confident and composed. But, the effect of smiling is not just external. Studies show that smiling can also help nix feelings of stress and pave the way for a happier and more relaxed you.[2]

    Not a bad return for something seemingly so trite, wouldn’t you agree?

    6. Break a sweat—with exercise.

    Working out is another great way to make yourself feel amazing and confident. Science has shown that exercising increases your endorphins, helps reduce stress, tones your muscles and makes you feel happy and confident.[3]

    And hey, all you have to do is take a walk a few times a week and you’ll see the benefits. What seems to matter—as far as your confidence goes—is whether you break a sweat, not how strenuous your session is, which is pretty cool. Start working out now.

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    7. Groom yourself.

    This might seem mundane, but it’s amazing how much of a difference a shower and shave can have on your confidence and self-image. And when you spritz on a scent, the boost on confidence and self-esteem is incredible. As it turns out, your favorite fragrance does more than make you smell oh-so-nice.

    A study found that a fragrance can inspire confidence in men. Interestingly, the study also found that the more a man likes the fragrance, the more confident he might feel. Another study found that 90% of women feel more confident while wearing a scent than those who go fragrance-free.

    8. Dress nicely.

    Another one that might seem trite, but it works. If you dress nicely, you’ll instantly feel good about yourself and give your confidence a real boost. That is largely because you’ll feel attractive, presentable and sometimes even successful in nice clothes.

    While dressing nicely means something different for everyone, it does not necessarily mean wearing $500 designer outfits. It means wearing clothes that are clean, that you are comfortable in and that are nice-looking and presentable, including casual clothes.

    9. Do activities you enjoy.

    Whether it is reading a book, playing a musical instrument, riding your bicycle or going fishing, do what you really enjoy and what makes you truly happy often. It will boost your self-esteem, soothe your ego and allow you to identify with your gifts and talents. That will in turn bolster your self-belief and grow your confidence exponentially.

    You might not become popular for doing what you love, but you might not even want to be popular at all. Being popular doesn’t make you happy; doing what you love does.

    10. Prepare for the possibility of rejection / setback.

    Late World No. 1 professional tennis player Arthur Ashe said, “One important key to success is self-confidence. A key to self-confidence is preparation.” You need to prepare for the possibility of rejection and setback.

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    Why?

    Everybody suffers rejection and setback at one point or another. You are not exempted. The question on your mind, therefore, should not be if you will be rejected, but how you will handle rejection when it comes.

    Prepare yourself adequately in every situation to minimize the risk and effect of rejection and so that your confidence is not broken. For example, learn public speaking and rehearse what you are going to say beforehand if you have landed a public speaking engagement. That way, you are sure of yourself and confident you have what it takes to hack it. If you are rejected, don’t take it personally.

    Rejection and setbacks happen to the best of us. Take it as a learning experience. Learn from your mistakes and move on.

    11. Face uncomfortable situations square in the face.

    Don’t run away from uncomfortable situations. Running away from people or situations because you feel scared, shy or timid only confirms and reinforces your shyness. Instead, face the situation that makes you uneasy square in the face. For example, go ahead and talk to that person you are afraid to approach, or go straight to the front of your yoga class! What’s the worst that can happen?

    Prepare and be ready for any eventuality. The more you face your fears, the more you realize you are stronger than you thought and the more confident you get. This simple, yet admittedly courageous, act makes you unstoppable. You get comfortable being uncomfortable and begin to feel like you can take on the world. And that is the hallmark of someone destined for great things.

    12. Sit up straight and walk tall—you are awesome!

    Yes, sit up straight and believe you are awesome. Don’t slump in your chair or slouch your shoulders. Experts say the right stance can not only keep your self-esteem and mood lifted, but also lead to more confidence in your own thoughts.[4]

    The way to sit is to open up your chest and keep your head level so that you look and feel poised and assured. And when you get up, stand tall and walk like you’re on a mission. People who sit up straight and walk tall are more attractive and instantly feel more confident. Try it now: you’ll feel fierce and confident just by sitting up straight and walking tall.

    Featured photo credit: Freshh Connection via unsplash.com

    Reference

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