Advertising

75 Common Email Mistakes You’re Probably Making at Work

Advertising
75 Common Email Mistakes You’re Probably Making at Work

You’ve always wondered, right? Just what kind of mistakes are you making every day with your emails?

Well, don’t worry, I’ve put together this list of 75 common email mistakes so you can see what you’re guilty of. Let’s get started:

Advertising

Netiquette

  1. You don’t use basic greetings. Don’t forget to start with “Hello”, “Hi”, “Dear”, etc.
  2. You use ambiguous subject lines or avoid them altogether. State exactly what you want in your subject line and make it easier for people to find your emails later on.
  3. You send every email with the high-priority flag. Only use this when it’s urgent.
  4. You expect people to reply to your emails immediately and send them follow up emails when they don’t. Remember, email is a slower form of communication.
  5. You hit Reply All when you meant to hit Reply. Always check before you send.
  6. You mix up the difference between To and CC. To is for people who need to take action; CC is for people who need to be kept in the know.
  7. You CC hundreds of people when a BCC is more appropriate. Be sure to use BCC when you’re sending general emails to people who don’t know each other.
  8. You close emails abruptly. It doesn’t hurt to say thank you, sincerely, best regards or some other polite close.
  9. Your email doesn’t include contact information. Add this to your signature as soon as possible.
  10. You’ve got a really long signature. Shorten your email if you can, and consider if all that legalese is really necessary.

Writing

  1. You send incomplete emails. Take a few more minutes to finish what you’re writing.
  2. You ask people open-ended questions on email. This can cause discussions that are best had elsewhere.
  3. You use complicated sentences and words that recipients have to look up. Use everyday language.
  4. You use TXT speak, poor punctuation and bad grammar in your emails to your boss. Instead, type full sentences that make sense.
  5. You send emails in ALL CAPS to your colleagues. Stop shouting at me!
  6. You include content in the body of an email when the subject line is a closed-ended question, e.g., “Lunch at one?”
  7. You ask an open-ended question in the subject line and don’t include explanatory content in the body of the email, e.g., “I’m hungry. What will we do?”
  8. You don’t spellcheck or proofread your emails. Hint: those red squiggly lines normally mean there’s something wrong.
  9. Your write lengthy paragraphs and expect people to read them. Instead, write summaries and use bullet points whenever possible.
  10. You think unusual fonts keeps things interesting. Stick to Arial, Times New Roman or your company’s default font. And just use a variation of black; it’s easier to read.

Helping Your Colleagues

  1. You send large attachments and then wonder why other people don’t get them. Save them on the network, use cloud storage or compress them instead.
  2. You don’t send people updates about important projects that they’re involved in. Keep your colleagues in the loop.
  3. You send too many updates about unimportant projects that people aren’t involved in. Just keep relevant colleagues in the loop.
  4. You send emails when you need information urgently. A phone call, instant message or a conversation are all better and faster.
  5. You return to your desk after a break and reply to your emails one by one without checking them all first. You can save everyone time by reading all your emails first.
  6. You send the person beside you an email and then ask them verbally if they’ve received it yet.
  7. You spend hours filling an email with helpful information. Instead, write a blog post or update the company wiki so everyone can benefit.
  8. You send along chain emails because they’re a good way to pass the time. These are best kept for personal email accounts and even then, I’d avoid them.
  9. You hate email chains (that’s fine), and you don’t respond to important ones because you missed them (not fine).
  10. You don’t respect the time of the people you’re sending emails to. Keep your emails short and to the point.
  11. You use email Read Receipts. Most people find this annoying and even rude. Avoid!
  12. You use email to ask people questions, when the answers are available through a quick Google search.
  13. You forget to tell recipients what you want in your email. Say what you want in the subject line or the first line.
  14. You send steamy emails to colleagues that you’re having an affair with. You know the company can probably access your emails, right? Word will get around, so don’t be so unprofessional.
  15. You send steamy emails to colleagues that you’re not having an affair with. Ditto for point 14, with an added serve of sexual harassment charges.

Being Professional

  1. You don’t reply to your boss’s emails. Always reply to your boss.
  2. You swear or forward inappropriate attachments to colleagues via email. Remember that you’re at work before you send.
  3. You mix up personal emails with business emails. Keep them in separate accounts.
  4. You answer emails immediately and outside of office hours. Don’t give people the impression that you’re always available.
  5. You send emails when you’re drunk. Sober up first!
  6. You mistake long emails with being thorough.
  7. You mistake short emails with rudeness.
  8. You send an email to your team and CC the client on it. Keep client communications separate.
  9. You love sending pointless attachments like pictures of your cat, where you went on holidays and what you’re having for dinner. If you must, only send these to friends.
  10. You respond to emails when you’re angry. Count to 10 and take a deep breath first.

Productivity Drains

  1. You receive dozens of (unnecessary) notification emails every day from the various services that you use. Turn these off wherever possible.
  2. You haven’t read the Email Charter. Yes! There’s a charter.
  3. You pursue a Zen-like working environment, within which you focus on one task without stopping to check email. Like it or not, work will arrive through email; have a system for managing it.
  4. You phone notifies you via an audible ding every time you receive an email. Turn this off if you want to keep focused.
  5. You use email as your To-Do list. Keep your To-Do lists separate using apps like Wunderlist, Reminders or Asana.
  6. You constantly stop what you’re doing to see if you have new email. Instead, check email every hour or every other hour.
  7. Your inbox says you’ve 13,463 unread emails and you’re OK about it. Learn inbox zero or go bankrupt.
  8. Email is where your work goes to die. Stop it!
  9. You haven’t implemented inbox zero. This takes an hour or two to learn, but it will save you time.
  10. You practice inbox zero when you’re sitting on the toilet. No, stop that too!

Security

  1. You send passwords and other sensitive information via email. If you have to do this, encrypt the information first.
  2. You use the same password for your email and for all of your other accounts or …
  3. You don’t change your password regularly. Instead, get into the habit of changing your passwords once a month. And track them.
  4. You haven’t enabled 2-Step Verification on your public email accounts. Do this now.
  5. You’re excited to find out you’ve been pre-approved for a US$10,000 credit card that you didn’t apply for.
  6. Despite being warned by your colleagues, you write back to spammers just to be sure.
  7. You forward other people’s emails when there’s sensitive information at the bottom. Read the full chain before you forward.
  8. You don’t use a spyware, virus or adware blocking program. Ask your IT department to install one if they haven’t already.
  9. You give out other people’s phone numbers and addresses via email without their permission. Always check first.
  10. You log in to your email account on a public computer and forget to log out. If you’re going to use your professional email account outside of the office, make sure you are secure.

Email Management

  1. You rely on autofill to populate the address field. Instead, check the contact details are correct before you send.
  2. You send an important email, close Outlook before it finishes syncing with the server and then complain that nobody replied to your email.
  3. You respond to group emails by replying to everybody. Before you send, consider if a reply to one person will do.
  4. You use Gmail and don’t bother learning the keyboard shortcuts. They’re easy to use.
  5. You send file attachments that other people can’t open. Find out what the default applications and file formats in your office are.
  6. Your email isn’t organized into any folders, and you don’t know where anything is. Folders aren’t necessary, but they can help. However, if …
  7. Your email is organized into dozens of folders and you still don’t know where anything is; again, inbox zero can help.
  8. You email around large attachments. Instead, save them on the network, using cloud storage or another collaboration tool.
  9. You make a cup of coffee, put on a set of headphones, close down all your applications and spend an hour typing out that killer email. Don’t treat email like art.
  10. You print out emails and file them carefully in your drawer. That’s what your email archive is for.

Wait, I Thought of One More

You write a list of common email mistakes and realize you still make at least 53 of these mistakes!

Advertising

What common email mistakes do you make? Please let me know in the comments section below.

Advertising

Featured photo credit: kimubert via flickr.com

Advertising

Advertising

More by this author

Apple keyboard 75 Common Email Mistakes You’re Probably Making at Work Press Conference: William H. Gates III 12 Things Successful People Do Differently ntriguing Roald Dahl Penguins, Leipzig Book Fair 12 Lessons From Roald Dahl That Will Inspire You Man lost in thought Why And How To Make A Mission Statement For Your Life

Trending in Productivity

1 10 Best Productivity Planners To Get More Done in 2021 2 13 Steps to Build a Positive Habit Stacking Routine 3 How to Build New Habits With An Accountability Partner 4 How to Find the Best Keystone Habits to Change Your Life 5 The Psychology of Habit Formation (And How to Hack it)

Read Next

Advertising
Advertising

Last Updated on September 9, 2021

10 Best Productivity Planners To Get More Done in 2021

Advertising
10 Best Productivity Planners To Get More Done in 2021

Productivity planners and journals are tools of a trade. There’s an art to productivity. Just like art is very personal to the artist, productivity is very personal to the person. What works for you may not work for me. This is an important distinction if you really want get more done in less time.

Too many of us dabble in productivity hacks only to move on to the next tool or trend when it didn’t workout for us, missing the lesson of what worked and didn’t work about that tool or trend.

We put the tool on a pedestal and miss the art. It’s worshipping the paint brush rather than the process and act of painting. We miss the art of our own productivity when the tool overshadows the treasure.

As an artist, you have many brushes to choose from. You’re looking for a brush that feels best in your hand. You want a brush that doesn’t distract you from your art but partners with you to create the many things you see in your mind to create. Finding a brush like this may take some experimenting, but when you understand that the role of the brush is to bring life to your vision, it’s easier to find the right brush.

Planners are the same way. You want a productivity journal that supports you in the creation of your vision, not one that bogs you down or steals your energy.

Let’s dive into the 10 best productivity planners and journals to help you get more done in less time.

1. The One Thing Planner

The NY Times best selling book, The One Thing, just released their new planner. If you loved this book, you’ll love this planner.

As the founder of the world’s largest real estate company Keller Williams Realty, Gary Keller, has mastered the art of focus. The One Thing planner has its roots in industry changing productivity. If you’re out to put a dent in the universe, this may be the planner for you.

Get the planner here!

2. The Full Life Planner

The Full Life Planner is Lifehacks’ ultimate planning system to get results across all your core life aspects including work, health and relationships. This smart planner is 15 years of Lifehack’s best practices and proven success formulas by top performers.

With the Full Life Planner, you can align your actions to long term milestones every day, week, and month consistently. This will help you to get more done and achieve your goals.

Get the planner here!

3. The Freedom Journal

Creator of one of the most prolific podcasts ever, Entrepreneur on Fire, John Lee Dumas released his productivity journal in 2016. This hard-cover journal focuses on accomplishing SMART goals in 100 days.

Advertising

From their site:

“The Freedom Journal is an accountability partner that won’t let you fail. John Lee Dumas has interviewed over 2000 successful Entrepreneurs and has created a unique step-by-step process that will guide you in SETTING and ACCOMPLISHING your #1 goal in 100 days.”

Get the planner here!

4. Full Focus Planner

Michael Hyatt, author of Platform and host of the podcast “This is Your Life”, also has his own planner called the Full Focus Planner.

From the site:

“Built for a 90-day achievement cycle, the Full Focus Planner® gives you a quarter of a year’s content so you aren’t overwhelmed by planning (and tracking) 12 months at a time.”

This productivity planner includes a place for annual goals, a monthly calendar, quarterly planning, the ideal week, daily pages, a place for rituals, weekly preview and quarterly previews. It also comes with a Quickstart lessons to help you master the use of the planner.

Get the planner here!

5. Passion Planner

They call themselves the #pashfam and think of their planner as a “paper life coach”. Their formats include dated, academic and undated in hardbound journals with assorted colors. With over 600,000 users they have a track record for effective planners.

From the site:

“An appointment calendar, goal setting guide, journal, sketchbook, gratitude log & personal and work to-do lists all in one notebook.”

They have a get-one give-one program. For every Passion Planner that is bought they will donate one to a student or someone in need.

They also provide free PDF downloads of their planners. This is a great way to test drive if their planner is right for you.

Advertising

Get the planner here!

6. Desire Map Planners

If you’re looking for a more spiritually oriented planner, Danielle LaPorte, author of The Desire Map, created the Desire Map Planners. With Daily planners, Weekly planners and Undated planners you can find the right fit for you.

Behind this planner is the Desire Map Planner Program including 3 workbooks that not only support you in using the planners but guide you in your thought process about your life and intentions you’re using the planner to help you fulfill.

Get the planner here!

7. Franklin Covey Planners

The grandfather of all planners, Franklin Covey, has the most options when it comes to layouts, binders, and accessories. With over 30 years in the productivity planner business, they not only provide a ton of planner layouts, they also have been teaching productivity and planning from the beginning.

From the site:

“Achieve what matters most with innovative, high quality planners and binders tailored to your personal style. Our paper planning system guides you to identify values, create successful habits, and track and achieve your goals.”

Get the planner here!

8. Productivity Planner

From the makers of the best selling journal backed by Tim Ferriss, “The Five Minute Journal”, comes the Productivity Planner.

Combining the Ivy Lee method which made Charles Schwab millions with the Pomodoro Technique to stay focused in the moment, the Productivity Planner is both intelligent and effective.

It allows for six months of planning, 5-day daily pages, weekly planning and weekly review, a prioritized task list, Pomodoro time tracking, and extra space for notes.

From the site:

“Do you often find yourself busy, while more important tasks get procrastinated on? The Productivity Planner helps you prioritize and accomplish the vital few tasks that make your day satisfying. Quality over quantity. Combined with the Pomodoro Technique to help you avoid distractions, the Productivity Planner assists you to get better work done in less time.”

Get the planner here!

9. Self Journal

Endorsed by Daymond John of Shark Tank, the Self Journal takes a 13 week approach and combines Monthly, Weekly and Daily planning to help you stay focused on the things that really matter.

Self Journal includes additional tools to help you produce with their Weekly Action Pad, Project Action Pad, the Sidekick pocket journal to capture your ideas on the go and their SmartMarks bookmarks that act as a notepad while you’re reading.

Get the planner here!

10. Google Calendar

You may already use Google Calendar for appointments, but with a couple tweaks you can use it as a productivity planner.

Productivity assumes we have time to do the work we intend to do. So blocking time on your Google Calendar and designating it as “busy” will prevent others from filling up those spaces on your calendar. Actually using those blocks of time as you intended is up to you.

If you use a booking tool like Schedule Once or Calendly, you can integrate it with your Google Calendar. For maximum productivity and rhythm, I recommend creating a consistent “available” block of time each day for these kinds of appointments.

Google Calendar is free, web based and to the point. If you’re a bottom line person and easily hold your priorities in your head, this may be a good solution for you.

Get the planner here!

Bonus Advice: Integrate the 4 Building Blocks of Productivity

Just as important to productivity planners as the tool are the principles that we create inside of. There are 4 building blocks of productivity, that when embraced, accelerate your energy and results.

The four building blocks of productivity are desire, strategy, focus and rhythm. When you get these right, having a productivity planner or journal provides the structure to keep you on track.

Block #1: Desire

Somehow in the pursuit of all our goals, we accumulate ideas and To-Do’s we’re not actually passionate about and don’t really want to pursue. They sneak their way in and steal our focus from the things that really matter.

Underneath powerful productivity is desire. Not many little desires, but the overarching mother of desires. The desire you feel in your gut, the desire that comes from your soul, not your logic, is what you need to tap into if you want to level up your productivity.

Advertising

A productivity planner is just a distraction if you’re not clear on what it’s all for. With desire, however, your productivity planner provides the guide rails to accomplish your intentions.

Block #2: Strategy

Once you’re clear on your overarching desire, you need to organize your steps to get there. Let’s call this “strategy”. Strategy is like assembling a jigsaw puzzle. You must first turn over all the pieces to see patterns, colors, connections and find borders.

In business and life, we often start trying to put our “puzzle” together without turning over all the pieces. We put many items on our To-Do lists and clog our planners with things that aren’t important to the bigger picture of our puzzle.

Strategy is about taking the time to brain dump all the things in your head related to your goal and then looking for patterns and priorities. As you turn over these puzzle pieces, you’ll begin to see the more important tasks that take care of the less important tasks or make the less important tasks irrelevant.

In the best selling book, The One Thing, the focusing question they teach is:

“What’s the One thing I can do, such that by doing it, everything else is easier or unnecessary?”

This is the heart of strategy and organizing what hits your planner and what doesn’t.

Block #3: Focus

With your priorities identified, now you can focus on the One Thing that makes everything else easier or unnecessary. This is where your productivity planners and journals help you hold the line.

Because you’ve already turned over the puzzle pieces, you aren’t distracted by new shiny objects. If new ideas come along, and they will, you will better see how and where they fit in the big picture of your desire and strategy, allowing you to go back and focus on your One Thing.

Block #4: Rhythm

The final building block of productivity is rhythm. There is a rhythm in life and work that works best for you. When you find this rhythm, time stands still, productivity is easy and your experience of work is joyful.

Some call this flow. As you hone your self-awareness about your ideal rhythm you will find yourself riding flow more often and owning your productivity.

Without these four building blocks of productivity, you’re like a painter with a paintbrush and no idea how to use it to create what’s in your heart to create. But harness these four building blocks and find yourself getting more done in less time.

The Bottom Line

Your life is your art. Everyday you have a chance to create something amazing. By understanding and using the four building blocks of productivity, you will set yourself up for success no matter which planner, or “paintbrush”, you choose to use.

Advertising

As you experiment with different planners you will narrow which one is best for you and accelerate your path to putting a dent in the universe.

More Tools to Boost Your Productivity

Featured photo credit: Anete Lūsiņa via unsplash.com

Read Next