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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 March 23, 2021

Manage Your Energy so You Can Manage Your Time

Manage Your Energy so You Can Manage Your Time

One of the greatest ironies of this age is that while various gadgets like smartphones and netbooks allow you to multitask, it seems that you never manage to get things done. You are caught in the busyness trap. There’s just too much work to do in one day that sometimes you end up exhausted with half-finished tasks.

The problem lies in how to keep our energy level high to ensure that you finish at least one of your most important tasks for the day. There’s just not enough hours in a day and it’s not possible to be productive the whole time.

You need more than time management. You need energy management

1. Dispel the idea that you need to be a “morning person” to be productive

How many times have you heard (or read) this advice – wake up early so that you can do all the tasks at hand. There’s nothing wrong with that advice. It’s actually reeks of good common sense – start early, finish early. The thing is that technique alone won’t work with everyone. Especially not with people who are not morning larks.

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I should know because I was once deluded with the idea that I will be more productive if I get out of bed by 6 a.m. Like most of you Lifehackers, I’m always on the lookout for productivity hacks because I have a lot of things in my plate. I’m working full time as an editor for a news agency, while at the same time tending to my side business as a content marketing strategist. I’m also a travel blogger and oh yeah, I forgot, I also have a life.

I read a lot of productivity books and blogs looking for ways to make the most of my 24 hours. Most stories on productivity stress waking up early. So I did – and I was a major failure in that department – both in waking up early and finishing early.

2. Determine your “peak hours”

Energy management begins with looking for your most productive hours in a day. Getting attuned to your body clock won’t happen instantly but there’s a way around it.

Monitor your working habits for one week and list down the time when you managed to do the most work. Take note also of what you feel during those hours – do you feel energized or lethargic? Monitor this and you will find a pattern later on.

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My experiment with being a morning lark proved that ignoring my body clock and just doing it by disciplining myself to wake up before 8 a.m. will push me to be more productive. I thought that by writing blog posts and other reports in the morning that I would be finished by noon and use my lunch break for a quick gym session. That never happened. I was sleepy, distracted and couldn’t write jack before 10 a.m.

In fact that was one experiment that I shouldn’t have tried because I should know better. After all, I’ve been writing for a living for the last 15 years, and I have observed time and again that I write more –and better – in the afternoon and in evenings after supper. I’m a night owl. I might as well, accept it and work around it.

Just recently, I was so fired up by a certain idea that – even if I’m back home tired from work – I took out my netbook, wrote and published a 600-word blog post by 11 p.m. This is a bit extreme and one of my rare outbursts of energy, but it works for me.

3. Block those high-energy hours

Once you have a sense of that high-energy time, you can then mold your schedule so that your other less important tasks will be scheduled either before or after this designated productive time.

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Block them out in your calendar and use the high-energy hours for your high priority tasks – especially those that require more of your mental energy and focus. You also need to use these hours to any task that will bring you closer to you life’s goal.

If you are a morning person, you might want to schedule most business meetings before lunch time as it’s important to keep your mind sharp and focused. But nothing is set in stone. Sometimes you have to sacrifice those productive hours to attend to other personal stuff – like if you or your family members are sick or if you have to attend your son’s graduation.

That said, just remember to keep those productive times on your calendar. You may allow for some exemptions but stick to that schedule as much as possible.

There’s no right or wrong way of using this energy management technique because everything depends on your own personal circumstances. What you need to remember is that you have to accept what works for you – and not what other productivity gurus say you should do.

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Understanding your own body clock is the key to time management. Without it, you end up exhausted chasing a never-ending cycle of tasks and frustrations.

Featured photo credit: Collin Hardy via unsplash.com

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