How to Optimize Your Work Email


For many young professionals, you probably have a love-hate relationship with your work email. Regardless of your feelings, we all rely on emails as the main form of business communication with your co-workers, your bosses, and last but not least, your customers. Because of this, it is absolutely vital that you optimize your email in the most strategic way possible.

Below, you will find some helpful tips in bolstering the logistics and operations for your email. These powerful guidelines will shape and refine your daily usage of this tool, while also alleviating the stress and anxieties of an unopened mail.

To start, one of the biggest game changers you can do for your professional email is to create a tracking system for those who open your emails. At the workplace, it can oftentimes be frustrating to wait and wonder if a client received an important email. Rather than wait or waste your time sending a follow-up email, try using various applications such as Sidekick or HubSpot software. Both programs allow you to seize control of your email by noting real-time notifications of who is opening the emails, when they are opening it, and how many times.

Outside of tracking opened emails, try and gain an insight into your email contacts. The most effective email communication that you can do is something that is personal and organic. For many businesses, automated emails lack the personality and communication you can get from a more personal, especially for reports. To increase client communication, try and personally writing the content tailored to the specific person. This will resonate more with them and provide a stronger possibility for a speedy response.

Now once a person responds, make sure you follow the 24-hour rule. For many people, an empty Inbox can be seen as a myth or a legend. While it may be difficult to bring that number down to zero, try and review any incoming emails as soon as possible, even if it is for a brief time. As for responding, similar to you emailing a client or a coworker, try and respond accordingly in a timely manner, hence the 24-hour rule. Many young professionals make the mistake that they need to respond to an email as soon as possible. While in some cases this may be true, a majority of the time, you have a 24-hour window gap when responding back. This type of leeway allows you to prioritize specific emails and matters based on its urgency. Some emails will demand for your response immediately, while others can be handled and written a few hours after they are sent. Whatever is the case, just be cognizant of the timing.

Last but not least, to fully enhance your email, try turning your email into a professional marketing tool. To do this, create a digital signature added to the bottom of your emails. Include your name, your title, your company’s name, and your number. This type of detail allows people to understand the person they are talking to. This is especially beneficial if you have a higher-ranking title.

While there is always room to improve, try utilizing these first few tips and techniques and see how it impacts your day-to-day operations at work. If it does, fantastic! Try doing more research on new techniques through Google. If not, try taking a step back and work on improving your email platform one by one.