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4 Business email hacks everyone should use

16th May 2017

205 billion email messages are sent per day, while the average office worker receives 121 emails a day. How are we supposed to get our emails noticed, or organise our inbox to weed out the spam from the essential? Any business email that goes out gets only one response and the matter is finalised, otherwise maybe it is not email. Peter Cosgrove, founder of The Future of Work Institute and Cpl director, shares with us 4 proven ways to organise your email inbox and send effective emails.

1. Set up Email Rules

Email Rules is a nifty in-built email trick that organises your emails into folders.
Create folders for emails you regularly receive, such as Meetings and project specific folders. Then set up Gmail or Outlook Email Rules so that emails from certain addresses go into specific folders, rather than clogging up your general inbox.

Email management using Email Rules will:
  • Allow you to maintain an organised inbox
  • Help you find emails quicker
  • Focus your attention on business email that matters
Email Rules is a quick and effective email management fix. Once you’ve set up the Rules you then won’t have to worry about inbox management again.

2. Turn off notifications

Personal and business email notifications are distracting. Think of each notification like someone tapping you on the shoulder. Each one interrupts your work flow and reduces productivity.

Turn off desktop and phone email notifications and only check at certain points throughout the day. Doing this will focus your attention and result in higher quality of work.

3. Search emails properly

How often have you spent ages looking for an email?

If you have your Email Rules set up it shouldn’t be a big issue, but if you still can’t find what you’re looking for learn how to search your email inbox properly.

In Outlook, you can use Advanced Find, while in Gmail you can use Boolean search methods.
Search methods like these:
  • Enable you to filter through your inbox
  • Find a word or specific in an email you otherwise can’t locate.
These email search techniques will save you time and help you find what you’re looking for first time round.

4. Effective email writing

Business email needs to be specific. Any email that goes out gets only one response and the matter is finalised, otherwise maybe it is not email. Incorporate this into your business email by only sending email regarding matters that won’t require lots of over and back.

Business email writing should be concise and specific. If you are organising a meet up via email include:
  • A clear direct subject line
  • A brief synopsis of why you want to meet
  • Time and date options
  • A suggested location
  • Bullet points to make your email as easy to read as possible
Using formal email specifics like this will increase your chances of getting the results you want from email.
Email isn’t urgent and for immediate results you should pick up the phone. If you must send an email, try these 4 email management and writing tips and you’ll see an increase in your work productivity.

Peter Cosgrove shares more insights and inspirational ideas in The Future of Work report.

Get inspired.
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About the Author

Niamh Keenan

Content Marketing Executive

Group Marketing

I am a Communication Studies graduate with years of experience in client relations, digital content and print media. Although my experience is varied my goal is always the same. To provide information in an engaging and informative way – whether that be through blog posts, email campaigns to job seekers or social media posts

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