I don’t know about you, but I get a LOT of email.  Actually, I’m sure you do too.  Even my 10 year old gets a lot of email.  I am so grateful to belong to some amazing groups and to be on some teams that are doing cool work together.  But, I am not grateful to be on distribution lists that I don’t need to be on.  Here are some things to consider that can help minimize the noise in YOUR inbox:

To: Perfect for sending to one to five people who all have each other’s email addresses and know each other.

CC: Distribution lists are a great way to quickly communicate with a group of people, to make an invitation or to get some quick support or feedback.  When sending emails, only include the people who actually need to be on the list.  Don’t include the whole board just because they’re there and it makes you feel important to send an email to a dozen people.

BCC: If the people you are emailing don’t know each other and/or don’t need all the RSVPs, questions and responses that you are requesting, use BCC to keep their emails private.

Subject: PLEASE use a UNIQUE subject in your emails.  I can not tell you how many emails I get where the subject is the name of the group.  Please indicate specifically what your email is about in the subject line.  You are more likely to get a quick response.

Reply: When you reply to an email, you don’t necessarily need to change the subject.  However, when that email ends up going back and forth 10 times, it is helpful to change the subject as the subject changes.  Just notice when it might be helpful to change the subject instead of assuming that you don’t need to.

Reply All: THINK about it, before you hit “Reply All.”  That’s all I’m asking.  If you think I need to know, then include me.  But, if you just want me to see how clever or smart or supportive you are, I already know.  Simply reply directly to the person that needs your answer.  Please don’t tell me that you, too, will be at the board meeting tomorrow night.  I’ll see you there.

Edit: Please do everyone a favor and re-read your words before you send them.  If you aren’t a strong speller and you don’t want to look like an idiot, use spell check.  It’s built in.

Send: If you aren’t 100% sure that it’s a good idea to hit send, then hit “Save as Draft” and walk away for an hour (or over night).  It is not a good idea to send email when you are sad, mad, frustrated, PMS, just got off a long flight or when you have been drinking.  Save yourself some trouble and think before you “Send.”

Improving what you send and how you send it will improve the quality of what you get back.  People will do what you do.  Let’s start a trend of being a little more conscientious with our emails.

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