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7 Tips to Streamline Your Email Communication

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7 Tips to Streamline Your Email Communication

These days, it’s almost impossible to not use email to communicate at work, as few other mediums of communication offer the same speed, efficiency, dependability, and cost-effectiveness.

But it’s also easy to get bogged down in emails. When your inbox is constantly full, it’s easier to lose track of important messages or respond too slowly enough to pressing issues. What if you could send fewer emails, get fewer emails, but still accomplish the same amount of work?

Here are a few tips to do just that by streamlining your email communication with your customers and co-workers.

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1. Get Newsletters and Promotional Emails Under Control

Most people receive mass emails of some sort on a daily basis, whether it’s daily Groupon deals, an industry newsletter, or notifications from sites like Facebook. These emails often make it hard to get to your “real” messages. So what can you do to get it under control?

  • Regularly unsubscribe. Make a point of taking the extra few seconds to remove yourself from a list that you’re no longer interested in.
  • Avoid getting them in the first place. When filling out any form, make sure that you uncheck any box that automatically signs you up for email communications from the company.
  • Turn off notifications. Sites like Facebook, Twitter, and LinkedIn send you brief messages to let you know when someone leaves a comment or sends a message. Instead, just check the sites regularly.
  • If you’re using Gmail, you can switch your Inbox type to the “Default” setting, which relegates Social, Promotions, Updates, and Forums to separate tabs.
  • Sign up for UnRoll.me. The free service “rolls up” your subscriptions into one single email daily, so you won’t miss anything but they also won’t clutter your inbox.

2. Make More Out of Transactional Emails

Transactional emails are email messages that are automatically sent to users when they do things like confirm an email address, change a password, or complete an online payment for merchandise. According to data compiled by Easy-STMP, the “opening rate” (which is exactly what it sounds like) is over 100% for these transactional messages.

That means that these emails are usually opened not just once, but repeatedly. This makes transactional email a valuable asset to you and to your customer by providing a way to better streamline your email communication.

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Make these emails work harder for you. If you provide answers to common questions within the email or point them in the direction of resources they might need, they’ll be less likely to reach out to you with questions, cutting down on the numbers of emails you receive. You can also use them as an opportunity to cross-sell other items.

3. Make a Single Email Accomplish More

If you find yourself sending multiple emails to one person during a single day, stop. Usually this happens because you’re asking questions as issues arise.

Instead start a draft early in the day, and only send it once you have multiple questions or concerns. Use bullet points to ensure that the other individual can easily see and address each one.

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4. Suggest Dates, Times, and Locations for Meetings and Calls

It can often take dozens of emails to coordinate a single appointment. Cut down on the number of messages going back and forth by suggesting specific options for dates, times, and even locations right from the start. In some cases, you can cut the whole communication down to just two or three messages this way.

5. Handle Issues Now

Don’t read an email and then respond to it later. It’s much more likely to go completely ignored, and you’ll actually waste more time in the long run since you’ll read the same message multiple times. Instead, set aside a time of day to go through absolutely every email and achieve the coveted “inbox zero”.

Think that sounds impossible? Okay, sometimes you simply can’t respond to an email when you get it. Sometimes you just don’t have the required information yet. That’s where Boomerang comes in. This tool is available for Gmail and Outlook, and it allows you to archive an email and then have it reappear in your inbox later at a time you schedule, ideally when you can actually address it. It’s also a powerful way to remind yourself to follow up on emails you send.

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6. Text or Call Instead

Before hitting send, ask yourself: is email really the most effective means of communication for this message? Sometimes a quick text is much more efficient. Or maybe a call would be necessary anyway, so you might as well bit the bullet. Consider picking up your phone and typing or dialing instead.

7. Start a Newsletter

Whether you’re just a peon at a large company, a freelancer, or a business owner, there are often times when you have to send the same message to multiple people. Consider mass emailing them instead. You can set up a free newsletter quickly through a program like MailChimp.

But be careful how you use it. If you don’t have something that needs to be said, consider holding off, because it could actually increase the number of emails you have to deal with instead.

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Utilize these seven tips, and you’ll see your email communication improve, in terms of both efficiency and efficacy, and your co-workers and customers will very likely notice and appreciate your attention to detail and more effective communication.

Featured photo credit: Kelly Schott via flickr.com

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Last Updated on January 13, 2022

15 Best Places for Expats to Live (And Why)

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15 Best Places for Expats to Live (And Why)

Many of us dream of living abroad but can often be scared to make such a big change to our routine lifestyles and leave our home countries behind. Daunting as it may be, living abroad can be a rewarding and fulfilling endeavor and can give you the quality of life you have been looking for.

From a warmer climate to a more easy going way of life, there are many foreign countries favored by expats who stay for a long time – and sometimes forever. Taking into consideration livings standards, opportunities and social aspects, here are our top 15 best places to live as an expat and why.

1. Thailand

A hot spot for expats, the ‘land of smiles’ as it’s commonly known offers expats a tropical climate, a huge array of sandy beaches and islands to explore, and a rich culture. The cost of living in Thailand is extremely low, and when combined with the friendly tax system means that disposable income can be very high.

Bangkok, Thailand’s capital city, offers expats great employment opportunities.

2. Switzerland

Another popular destination for expats, Switzerland offers exciting employment packages and a high standard of living. It’s great for those who love the outdoors, as there are many beautiful lakes, mountains to hike in and skiing in the winter. The school standards for expats are also excellent, making it appealing for those with children. English is also widely spoken so day-to-day living can be stress free.

Unemployment in Switzerland is low and expats moving here don’t need to worry too much about finding a job before they arrive.

3. Australia

Many foreigners who visit Australia don’t want to leave as it offers a great quality of life, beautiful beaches and a warm climate. Making friends in Australia is easy too, due to the lack of language barrier and the large number of expats who already live here. Australia is a great place to move to if you have children because of its wide range of schooling possibilities and recreational outdoor activities.

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Low population levels and high quality of life are two of the main reasons expats choose Australia as a place to live.

4. Singapore

Expats in Singapore can benefit from generous financial packages, great career opportunities and low tax rates. Although education is expensive here, it is rated one of the top places for raising children abroad due to the quality of the education system and the array of schools.

Public transport such as buses and MRT (Mass Rapid Transit) are cheap and very reliable in Singapore.

5. South Korea

South Korea offers expats a unique range of opportunities and a very different way of living. Jobs for expats are easy to find and usually very well paid, with apartments provided by the employer on the most part making living costs even lower. There are also many tight-knit expat communities in South Korea, making it easy to socialize and meet new friends. The excellent education system is also a pro for families wanting to move to this culture-rich country.

South Korea has a cheap public healthcare system and offers great medical care, with most doctors speaking English.

6. New Zealand

New Zealand is constantly on the lookout for skilled workers to expedite to the country – especially those under the age of 30 – and skilled migrants can be granted a stay for up to five years. It offers a good climate and although income levels can be lower than other countries, quality of life is high, with its awe-inspiring scenery, low crime rate and state sponsored healthcare.

New Zealand is great for those looking for a laid back and active outdoors lifestyle.

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7. Canada

Its national healthcare system, friendly locals and very high quality of life are just a few of the reason expats choose Canada as a place to live. It’s very welcoming to expats and skills shortages encourage foreigners to move here in order for the country to grow economically. It’s easy for expats to feel comfortable quickly in Canada due to its multicultural environment.

Canada was largely unaffected by the economic crisis, making it a very popular country for expats.

8. Qatar

Qatar is becoming increasingly popular among expats with an estimated 500 new arrivals every day. The salaries are generous and are tax free too, making disposable income very high. Car and housing allowances are part of many remuneration packages, and education for your children and airfares are often included.

The cost of living is lower in Qatar than in other UAE countries but salaries can still be just as generous.

9. Hong Kong

Where east truly meets the west, this bustling island has a population of over seven million people. If you’re looking for a fast-paced environment and an active nightlife, Hong Kong is definitely the place to be. Benefits for expats include its advanced healthcare system and elevated standards of schooling for children, along with great employment opportunities. The cost of living in Hong Kong can be high, so trying to negotiate a housing allowance with your employer can be beneficial.

Hong Kong is great for those looking for high incomes and career advancement.

10. Japan

As an expat destination, Japan offers a rich culture and a chance to experience a very different day-to-day life. Currently around two million expats live in Japan, and in the larger cities such as Tokyo a large portion of the population speaks English. English speakers are also in demand and there are a large number of opportunities for language teachers, especially in the capital.

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Japan offers a high standard of living for expats and a good education system for those with children.

11. Spain

Spain is a very popular destination for expats due to the high temperatures and year-round sunshine. EU residents don’t require a visa to work here, meaning the move can be a lot easier. Skilled foreign workers also continue to be in demand with jobs such as engineering, customer service, skilled trades and language teachers widely available.

A huge 14% of Spain’s population are expats from a variety of foreign countries.

12. Dubai

Two of the main attractions of moving to Dubai are the tax-free salaries and the warm climate. Some of the most popular jobs for expats are in construction, banking, oil and tourism. You can also enjoy a busy social life in Dubai as the expat community is thriving. Although it can be an expensive country, the tax-free salary means you experience a higher quality of life than in other countries.

You will need a work permit, residence visa and an Emirates ID card to live in Dubai as an expat.

13. Germany

Germany is one of Europe’s most populous countries, with around 82.4 million people. It’s a lively and inexpensive country to live in as an expat, and if you have children the education system is great and healthcare is to a high standard. An estimated 250,000 expats live in Germany currently, with the numbers rising every year.

If you are already an EU citizen, you don’t need a visa to live and work in Germany.

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14. The Netherlands

The Netherlands is a great place for expats who love the outdoors. Cycling is one of the main modes of transport and looking after the environment is widely recognized. There are a lot of English speakers in the Netherlands too, but learning the language can work to your advantage and make day-to-day life that little bit easier. Skilled expats can also benefit from a tax-free allowance equivalent to 30% if they meet the correct criteria.

It is often more important to be able to speak fluent English than to speak Dutch when looking for employment in the Netherlands.

15. China

China offers expats great employment opportunities with little competition. Those who embrace the culture and decide they want to live in China long term can see a host of employment opportunities as its economy is growing rapidly every year. Economists predict it will overtake the US as the world’s largest economy by 2018. China also offer expats low living costs and high disposable incomes, which is why many look to live here for a higher quality of life.

Shanghai and Beijing are the most popular destinations for expats who live in China.

Featured photo credit: Saulo Mohana via unsplash.com

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