I do a lot of business via email. I’m constantly seeking to match companies with the right applicants. Email can be tricky, even today’s tech savvy culture. I find that all the filters and buttons that are comprised to help us better navigate email actually add snags to my day-to-day tasks. I’m dedicating this blog post to “Email 101” because I’ve developed some tips to help other business owners manager their email accounts with ease. I love when other business owners, even employees, share ideas with me that make productivity go up and also streamlines the workload. I hope these are as helpful to you as they are to me.
A. Start with your signature. People who use photo signatures are hurting business owners like me. It isn’t about the extra MB. When I need to reference and email with a document I run a search. I then scan the results for all the emails from a sender with documents attached. However, people who email me with photograph signatures always have a document attached, slowing down my search and then my response. A simple signature with links to your social media accounts is all that is needed via email.
B. Speaking of attachments- try not to send them. Many people are using the Cloud. Attachments tend to get caught in Spam filters, can’t open right, or can carry unintentional viruses. If you have to send a document, send it via the Cloud using Dropbox, Google Drive or Microsoft SkyDrive. Not only are these programs helpful, they can track multiple user changes, moving projects onward and upward.
C. Don’t discuss difficult topics via email. I can’t stress this enough. We’ve become so dependent on technology that some business owners actually place their companies in a liable position because they are stating opinions, disciplining and even firing people via email. I know one employer who actually composed an entire email dedicated to an employee’s FMLA issue and then hit “send all”. Imagine what HIPPA violations occurred within this action. So, if you have something confidential to discuss with someone please schedule a face-to-face. First, it is the right thing to do. Second, mistakes can happen via email and you don’t want to inadvertently put your company in a liable position.
Britanie Olvera