Like it or not, Email is here to stay and if you're anything like our executives here at The Internet Group, you will receive anything from 50-250 emails per day. Furthermore if you use your inbox as your ‘to-do list’ then you probably shudder every time your inbox beeps to alert of a new email.

So what to do? Well firstly there are some really quick wins to aid you in creating emails and also speed up reading them. Abbreviations are not only the domain of text messages and work really well when sending emails. Below are some examples of commonly used terms that can be turned into acronyms.

It’s probably wise to teach your staff these simple terms as sending them is only effective if the recipient understands them!

Another good piece of advice is do not make email subject lines cryptic e.g. when you send an email, don’t use unfinished subject lines such as ‘we must...’. We recommend that you put the exact matter in the subject line i.e. ‘we must discuss Dave’s work experience ASAP’. This allows the recipient to speed read their email and assess if the email needs actioning straight away.

Another recommended technology would be an archiving solution such as Quest Archive Manager. This solution will catch all emails that go in and out of your network, even if they are deleted. While it’s busy capturing all your emailed information it will also index all of your email content, including attachments! This will allow you to quickly and easily search through your emails with a much greater efficiency and speed than you would be able to within outlook.

Another tip we recommend is to question yourself when creating an email is as to whether the recipients actually need to be recipients i.e. do they all need to know? Quite often people use emails to ensure everyone is informed of a matter but the reality is that not all recipients actually need informing. This practice will ensure that the emails you receive are sent to you because they actually need your intervention and not just sent to you because ‘we know you like to know everything that is going on’.

The lesson learnt is that Email is definitely your friend and can ensure your business thrives through efficiency. However, abuse it and it will take over your life and you will always be a slave to your inbox.

Talk to us about our mail archiving solutions today by calling 0800 007 5797.