- Manage Your Inbox: Your inbox is not a storage bin. It should be used for emails that you still need to process. Once you are finished with the email you need to delete it or file it into the folder of your choice. A clean inbox will ensure that you do not miss important emails. A clean inbox is more pleasant-and less stressful-to look at.
- Write Professional Messages: Be sure not to cross the line from casual to careless when writing business emails. Grammar and spelling is always important. Your email program will have a spell-checker so there is no excuse for a misspelled word. Remember that when you type in ALL CAPS, it is construed as yelling. Try to break your message into paragraphs or bullet points to make it easier to read. Before you click send be sure to reread your message and check the tome of your email.
- Embrace the Subject Line: Grab your reader's attention by using a smart subject line or simply summarizing your message. Keep your subject lines from 5-8 words so they will show on a mobile display.
- Be Smart with Attachments: Keep attachments small-under 2MB-or they may clog up the email server. If you need to attach a larger file, share the file location as a link within the message. Be very careful with unexpected attachments, especially from unknown senders.
- Keep your CC/BCC Under Control: The CC (carbon copy) and the BCC (blind carbon copy) lets you send the message to others mainly for an FYI. Before you CC someone-be sure that the email is relevant to them as there is nothing worse than receiving pointless emails. Use your BCC if you are emailing a group of people, an email list, or if privacy is an issue.
Email is the preferred communication in most small businesses. We email our clients, staff, and suppliers. We choose to email because it is quick, it is simple, and it leaves a paper trail. But be careful with your business email as poor communication can hurt your reputation and lose you clients. Here's how to be smart with your business email:
David is the managing member and main technology expert at Layer 2 Computers. Read More