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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 August 6, 2020

Why Working 9 to 5 Is Outdated

Why Working 9 to 5 Is Outdated

Bristol is the most congested city in England. Whenever I have to work at the office, I ride there, like most of us do. Furthermore, I always make sure to go at off hours; otherwise, the roads are jam-packed with cars, buses, bikes, even pedestrians. Why is that? Because everyone is working a traditional 9 to 5 work day.

Where did the “9 to 5” Come From?

It all started back in 1946. The United States government implemented the 40 hour work week for all federal employees, and all companies adopted the practice afterwards. That’s 67 years with the same schedule. Let’s think about all the things that have changed in the 67 years:

  • We went to the moon, and astronauts now live in space on the ISS.

  • Computers used to take up entire rooms and took hours to make a single calculation. Now we have more powerful computers in our purses and back pockets with our smartphones.

  • Lots of employees can now telecommute to the office from hundreds, and even thousands of miles away.

In 1946 a 9-5 job made sense because we had time after 5pm for a social life, a family life. Now we’re constantly connected to other people and the office, with the Internet, email on our smartphones, and hashtags in our movies and television shows. There is no downtime anymore.

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Different Folks, Different Strokes

Enjoying your downtime is an important part of life. It recharges your batteries and lets you be more productive. Allowing people to balance life and work can provide them with much needed perspective and motivation to see the bigger picture of what they are trying to achieve.

Some people are just more productive when they’re working at their optimal time of day, after feeling well rested and personally fulfilled.  For some that can be  from 4 a.m. to 9 a.m; for others, it could be  2 p.m. to 7 p.m.

People have their own rhythms and routines. It would be great if we could sync our work schedule to match. Simply put, the imposed 8-hour work day can be a creativity and morale killer for the average person in today’s world.

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Productivity and Trust Killer

Fostering creativity among employees is not always an easy endeavor, but perhaps a good place to start is by simply not tying their tasks and goals to a fixed time period. Let them work on their to-do list at their own pace, and chances are, you’ll get the best out of your employee who feels empowered instead of babysat.

That’s not to say that you should  allow your team to run wild and do whatever they want, but restricting them to a 9 to 5 time frame can quickly demoralize people. Set parameters and deadlines, and let them work at their own creative best with the understanding that their work is crucial to the functioning of the entire team.

Margaret Heffernan, an entrepreneur who previously worked in broadcasting, noted to Inc that from her experience, “treating employees like grown-ups made it more likely that they would behave the same way.” The principle here is to have your employees work to get things done, not to just follow the hands on the clock.

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A Flexible Remote Working Policy

Yahoo CEO Marissa Mayer famously recalled all her remote workers, saying she wanted to improve innovation and collaboration, but was that the right decision? We’ve all said that we’re often more productive in a half day working from home than a full day working in the office, right? So why not let your employees work remotely from home?

There are definitely varying schools of thought on remote working. Some believe that innovation and collaboration can only happen in a boardroom with markers, whiteboards and post-it notes and of course, this can be true for some. But do a few great brainstorms trump a team that feels a little less stressed and a little more free?

Those who champion remote working often note that these employees are not counting the clock, worried about getting home, cooking dinner or rushing through errands post-work. No one works their 9-5 straight without breaks here and there.  Allowing some time for remote working means employees can handle some non-work related tasks and feel more accomplished throughout the day. Also, sometimes we all need to have a taste of working in our pajamas, right?

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It’ll be interesting to see how many traditional companies and industries start giving their employees more freedom with their work schedule. And how many end up rescinding their policies like Yahoo did.

What are your thoughts of the traditional 9-5 schedule and what are you doing to help foster your team’s productivity and creativity? Hit the comments and let us know.

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