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10 Bad Emails Habits You Need to Stop Doing Now

10 Bad Emails Habits You Need to Stop Doing Now

One thing’s sure: we all work with email. We even use them to communicate and organize our personal lives. But if you really think about it, what are emails really for? Collaborating? Planning? Managing? Group discussions? In fact, none of the above.

Emails were designed for one on one conversations (or small groups conversations at most). They should not be used to synchronize a team or plan an event, because over-using emails simply leads to productivity loss and a waste of time.

Here are 10 bad emails habits you need to stop doing now.

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1. CC’ing unnecessary people for « FYI »

CC’ing people to update them on information almost always leads to confusion. The person CC’ed wonders if he needs to take action. Should they respond? Should they forward your info? A CC’ed email contains information that most people won’t be able to process anyway.

2. Using the « Reply to All » button

When you receive an email with multiple people CC’ed, don’t automatically send your answer to everyone! You’ll just end up polluting everyone else’s inbox. Try only answering the person concerned; it doesn’t necessarily need to become a group discussion.

3. Picking the wrong subject line

The subject should be well chosen. Don’t just write « Hello from … »; instead, try to give as many details as you can in the shortest format possible. For example: « Meeting 02/15 Documents ». When receiving the email, your correspondent needs to understand what your email is about just by reading its subject. Don’t make them guess what’s inside; be explicit and concise.

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4. Using capitalized letters

Using CAPITALIZED letters won’t make your email more urgent than others, and by the way, you should not be the one deciding what’s urgent in someone else’s inbox. In an email, capitalized letters are interpreted as aggressive and intrusive SCREAMING, and they don’t build a constructive conversation.

5. Not prioritizing answers

Not every email need to be answered right away. So you should classify and prioritize them accordingly. The problem is, your inbox is the worst tool to use. In fact, your best bet might be an external application. The perfect email is an email that can be deleted; it’s not supposed to hold information. So you need to prioritize your answers in your to do list and transfer the information that an email contains to another place.

6. Using unnecessary words

Just like your email subject line, your email body should be very explicit and concise. Go straight to the point and avoid as much unnecessary blah-blah as possible. Most people don’t read everything in their emails, so if you facilitate the job by giving short useful information, by bulletproofing your content and by saying which actions should be taken, you’re saving everyone tons of time (and you’re making people happy).

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7. Using email for everything

Whether you need to say something to someone, to send information and documents, to share an idea and gather feedback, to plan an event or to synchronize your team, don’t use emails every time. Try to think about the message you want to deliver, and use the right tool for each specific message. Emails are not always the right medium to communicate what you need.

8. Managing a team project with email

Managing a team project with email often leads to frustration, misunderstanding, confusion and in the end, a bad outcome. When you’re organizing a team project, you need to delegate tasks, share information and follow up on everyone’s work. But emails are just a way to communicate, not plan. Change your habits and find a better way to manage your teamwork without email!

9. Classifying your email

Stop wasting your time classifying your emails. One good thing about email inboxes is that there’s a search bar. This feature allows you to find any information at any time. Classifying your emails will just take a lot of time for very poor productivity improvements.

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10. Sticking with email because…

It’s the only way to organize your work and the only communication tool you know? Maybe it’s time to change the way you work with your team and with your clients, and not to mention, the way you plan your day.

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Last Updated on July 10, 2019

30 Best Procrastination Quotes to Get You Back to Work

30 Best Procrastination Quotes to Get You Back to Work

What do your 3pm fridge raid and perfectly alphabetised bookshelf have in common?

You most likely did both of them when you should have been doing work.

Procrastination is one of the most human behaviours. We’re all guilty of putting off what we know is important from time to time, and it seems the more pressing the task at hand, the better we are at avoiding it.

Sure, it means that every time we have an important deadline we end up with a spotlessly clean house and a completely empty inbox, but the real work gets left until the very last minute and is finished in a frenzy of stress and caffeine.

But we can gain control over procrastination by noticing it as soon as possible and stopping it in its tracks. On the contrary, you know you have a bad habit when you’re aware you’re putting something off, and you continue avoiding it anyway.

To start you off with combating procrastination, here are a few quotes to get you in a motivated frame of mind, because if procrastination has any enemies, it’s motivation to work harder.

A Few Home Truths

    “Never put off till tomorrow what may be done day after tomorrow just as well.”
    ― Mark Twain


    “It is easier to resist at the beginning than at the end.”
    ― Leonardo da Vinci


    “Someday is not a day of the week.”
    ― Janet Dailey


    “Success is not obtained overnight. It comes in instalments; you get a little bit today, a little bit tomorrow until the whole package is given out. The day you procrastinate, you lose that day’s success.”
    ― Israelmore Ayivor


    “The man who waits to know everything is the man who never does anything.”
    ― Craig D. Lounsbrough


    “Procrastination is like going to a fancy restaurant and filling up on bread and not leaving enough room for dinner.”
    ― Richie Norton, The Power of Starting Something Stupid: How to Crush Fear, Make Dreams Happen, and Live without Regret


    “Procrastination is the lazy cousin of fear. When we feel anxiety around an activity, we postpone it.”
    ― Noelle Hancock, My Year with Eleanor


    “Doing things at the last minute reminds us of the importance of doing things at the first minute.”
    ― Matshona Dhliwayo


    “You cannot escape the responsibility of tomorrow by evading it today.”
    ― Abraham Lincoln


    “A day can really slip by when you’re deliberately avoiding what you’re supposed to do.”
    ― Bill Watterson, There’s Treasure Everywhere


    “By what right do I, who have wasted this day, make claims on tomorrow?”
    ― Alain-Fournier, Le Grand Meaulnes


    “If you want to get ahead in life, I’ve found that perhaps the most useless word in the world is “tomorrow.”
    ― José N. Harris


    Some Practical Advice

      “If you get stuck, get away from your desk. Take a walk, take a bath, go to sleep, make a pie, draw, listen to music, meditate, exercise; whatever you do, don’t just stick there scowling at the problem. But don’t make telephone calls or go to a party; if you do, other people’s words will pour in where your lost words should be. Open a gap for them, create a space. Be patient.”
      ― Hilary Mantel


      “Thinking too much leads to paralysis by analysis. It’s important to think things through, but many use thinking as a means of avoiding action.”
      ― Robert Herjavec, The Will To Win: Leading, Competing, Succeeding


      “Only put off until tomorrow what you are willing to die having left undone”
      ― Pablo Picasso


      “It is only by working the rituals, that any significant degree of understanding can develop. If you wait until you are positive you understand all aspects of the ceremony before beginning to work, you will never begin to work.”
      ― Lon Milo DuQuette, The Magick of Aleister Crowley: A Handbook of the Rituals of Thelema


      “Do first what you don’t want to do most.”
      ― Clifford Cohen


      “How often do you find yourself saying, “In a minute”, “I’ll get to it” or “Tomorrow’s good enough” and every other possible excuse in the book? Compare it with how often you decide it’s got to be done, so let’s get on and do it! That should tell you just how serious your procrastinating problem really is.”
      ― Stephen Richards, The Secret of Getting Started: Strategies to Triumph over Procrastination


      “How to stop procrastinating starts with believing you can overcome procrastination.”
      ― Robert Moment, How to Stop Procrastinating


      “Never put things off…you will wake up and find them gone.”
      ― James Jones


      Some Tough Love

        “Do something instead of killing time. Because time is killing you.”
        ― Paulo Coelho, Aleph


        “If you take too long in deciding what to do with your life, you’ll find you’ve done it.”
        ― George Bernard Shaw


        “If you want to get ahead in life, I’ve found that perhaps the most useless word in the world is “tomorrow.”
        ― José N. Harris


        “What is deferred is not avoided.”
        ― Thomas More


        “Inspiration is for amateurs. The rest of us just show up and get to work”
        ― Chuck Close


        “If you always do what is easy and choose the path of least resistance, you never step outside your comfort zone. Great things don’t come from comfort zones.”
        ― Roy Bennett


        “Your ideas have legs and just as they run through your head, they could be running through someone else’s head and it’s just a matter of who gets to the finish line first. Nothing is new under the sun so act on your ideas.”― Sanjo Jendayi


        “You may not be punished for your procrastination, but for sure you will be punished by your procrastination.”
        ― Debasish Mridha


        When You Need Pulling out of Procrastination

          “Time is an equal opportunity employer. Each human being has exactly the same number of hours and minutes every day. Rich people can’t buy more hours. Scientists can’t invent new minutes. And you can’t save time to spend it on another day. Even so, time is amazingly fair and forgiving. No matter how much time you’ve wasted in the past, you still have an entire tomorrow.”
          ― Denis Waitley


          “A year from now you may wish you had started today.”
          ― Karen Lamb


          Print these quotes out, stick them on the wall in front of your desk – do whatever it takes to remember why you shouldn’t be putting your work off, or getting distracted by a desire to rearrange your socks into colour order.

          It won’t be easy, but being aware of how detrimental procrastination is to your longer-term goals is the first step towards overcoming it.

          More Motivational Quotes

          Featured photo credit: Unsplash via unsplash.com

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