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10 Email Habits That Make Others Hate You

10 Email Habits That Make Others Hate You

There’s a big difference between a well-written email and one that gets an immediate delete. Emails are the electronic equivalent of letters and that’s essential to remember as you sit down to write. If you’re looking to write emails that get attention and responses, stay clear of these 10 email habits that make others hate you.

Sending Emails With No Point.

Don’t just send an email because you can. Send emails only if there is a purpose behind it — you have key information to share, an update or are responding to someone else’s request. If you continually send emails without a point, people will stop reading them. Remember to be respectful of the reader’s time.

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Writing an Email in One Paragraph.

If it’s a very short email, then this is OK to do, but if you are writing a lengthy email with more than one point, then include multiple paragraphs. Emails need  to be composed like business letters and have clear introductions, middles and conclusions. Writing an email in just one paragraph makes it hard on your reader and doesn’t provide any visual breaks.

Failing to Respond to Emails That Require Replies.

Nothing is more annoying than asking someone a question and never receiving a response. The person clearly wants to know something and by not responding, you are creating confusion and stress, which no one wants or needs. If someone asks you a question and seeks a response via email, please respond. It just takes a minute or two to answer and everyone is happier in the end. If you’re having trouble getting your inbox under control, check out these clever tips.

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Not Matching Your Email Content With the Subject Line.

This shows poor writing and organization skills. Let’s say your email subject line says “Project Update,” but then the email’s content doesn’t include anything about that topic, leaving the receiver confused and irritated. If you’re unsure what your subject line should be, wait until you are done writing the rest of the email so you’ll get a better idea of what to write in the subject line.

Leaving the Subject Line Blank.

This annoyance is very close to the previous one. By not providing a subject line, the reader has no idea why you’re emailing and in today’s time-strapped workplace, you’re just going to induce a groan and possibly have your email deleted as they might suspect your email to be spam.

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Marking an Email “Urgent” When it’s Not.

Please only red flag an email if it’s truly urgent. Remember the story of the boy who cried wolf? That’s what happens when you continually send emails marked “urgent” that’s really not. Receivers will stop taking you seriously if you continue to write ‘non-urgent emails titled ‘urgent.’

Sending Error-Filled Messages.

Sending an email without running spell check or reading over what you wrote before hitting send is a big mistake. Your emails say a lot about you — if you send emails filled with misspellings, incomplete sentences or bad grammar, you are telling the reader that you don’t care or worse yet, that you’re ignorant.

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WRITING IN ALL CAPS.

Avoid this at all costs; using all capital letters sends the message to your reader that you’re angry or screaming at them.

Using Texting Lingo.

Emails are not texts so skip the LOLs, BTWs, and other lingo you use in your text messages. Please remember, emails are in the same communication category as a business letter and childish abbreviations aren’t necessary.

Hitting “Reply All” When it’s Not Needed.

This email habit will not only get people to despise you, it can also get you in a lot of trouble. First, avoid hitting “reply all” if you are only responding to one person, since the unwanted messages clog up readers’ in-boxes and no one likes that. Secondly, by hitting “reply all” when you really should only be responding to one person can get you into trouble if you’re ripping on one of the other people in the email chain. Check out these tips to learn more about who to include and who to leave out in an email chain.

Avoid these habits and you’ll make sure people won’t groan when they see your name in the “From” field when checking their emails.

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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