4. Use chat to get in contact
There are several online chat programmes or even video conference platforms that can allow you to have a real-time conversation with multiple people, wherever they are in the world. Email simply wasnt designed for real time conversations just think how many times you have been waiting for a response from someone on email when they could have given you an instant yes or no via a quick chat message.
5. Think before you email
Many people fire emails out every time a thought pops into their head, but encouraging people to take a moment to reflect on if they really need to send it, and who they really need to copy in, can make life easier for everyone. I have the habit of responding to operational stuff quickly but when working on important items I will write initial drafts in the evening and do a re-run in the morning. It is interesting how fresh eyes in the morning help refine and focus these messages and make the communication much more clear and easy to understand to the recipient.
6. Dont let email become your task list
Do you organise and prioritise your day round your inbox Stop focus on longer-term planning based on actual business goals to get the “real” jobs done, rather than the tasks created by people emailing you. It is crucial that you stay on top of your mailbox agenda and not build a dependency on responding to your email.
7. Look at new ways to help in your daily routine
Email is a very flexible tool and has taken on many roles in your daily life, allowing us to do anything from messaging colleagues, driving strategic initiatives, exchanging banter, reviewing documents, managing to-do lists, sharing files. But there are many cloud services on offer today that offer a much better way to stay on top of your work more efficiently.
Although email is of course an unavoidable necessity for most businesses, many businesses fall into the trap of relying on it too much.
For many of the things we use email for, there is already a better alternative, and smart companies are embracing these technologies to enable them to compete globally as a lean, agile and responsive business.
Bostjan Bregar is the co-founder and CEO of The 4th Office.