1. Email is often a means of informal communication. As such, you can dramatically decrease the amount of time spent with email with short, efficient replies like, Thanks,” “Understood,” and “Agreed.” Dispense with formalities whenever possible and increase efficiency.
2. Blind Carbon Copy (BCC) is often the tool of the passive-aggressive coward. Before including an email address in this field, always ask yourself why you are using it. If you’re trying to hurt or embarrass someone or conceal something, knock it off, jerk face.
3. Never send an email written to express your anger or disappointment with someone. Those emotions are better conveyed over the phone or in person, where unnecessary aggression and excessive vitriol cannot be shielded by email’s passive-aggressive nature. In other words, don’t be a coward. If you’re upset, pick up the phone.
4. “I sent that angry email because I express myself better in written form and was too angry to speak to you in person” is never an excuse for violating rule #3.
5. If you receive an angry email, pick up the phone and respond immediately. The faster, the better. The best way to handle a passive-aggressive person is to be aggressively direct. Angry email senders tend to be people who do not handle conflict well and, therefore, hide behind technology. Pulling back the technological curtain will be uncomfortable for them and will often knock them off their position.
6. Inbox zero should be your goal, if only for productivity and efficiency purposes. Leaving an email in your inbox forces you to check it every time you access your email application, which takes time and energy. It’s akin to sifting through the same growing pile of mail every day to find a specific letter or bill. Inbox zero will eliminate the time required to take action on incoming emails by not adding them to an already enormous pile.
7. Use a mail application that allows you to schedule a time when you want an email to hit your inbox. Turn email into something you receive when you want to. For me, this is Mailbox, though many other applications offer similar functionality. I often reschedule incoming email for a designated time during the day when I plan to read and respond, thereby keeping my inbox empty and enjoying the benefits of rule #6.
If I receive an email pertaining to taxes, I reschedule it to hit my inbox on April 1.
If my team receives an email requesting action on our part, I reschedule it to arrive in my inbox in 24 hours, in the hope that one of my colleagues will handle the request before I need to.
I also use the “Someday” time frame in Mailbox to randomly reschedule emails that make me smile or feel good about myself, allowing me to relive the joy of receiving them.
8. Respond to emails that require action as quickly as possible, and always within 24 hours. Failing to respond to an email – even if your response is “I’ll get back to you tomorrow” – projects the image of a person who is overwhelmed, disorganized, and inefficient.
9. Choose subjects for your emails that will allow your readers to identify the general purpose of the email without actually opening it and help you search for that email in the future.
