If we all followed a common sense approach to email usage, productivity would jump and consequently so would profits.  The estimated cost due to email mistakes was calculated at $420,000 annually for companies with 100 employees, according to Debra Hamilton in her report, “Top Ten Email Blunders That Cost Companies Money.”

As simple as email is, we often rush through and forget the basics. There are two elements that go into using email productively:

A. Composition
B. Processing

A.  COMPOSITION

Divide your email composition assessment into three sections:
1.  Subject
2.  Message
3.  Tone

1. Subject.  Think of this line as a telegram.  How much information can you impart in six to eight words.  If there is an action required, note that in this space.  (“I need figures from you by 3 p.m.”) If you are replying and switching topics, change the subject line.
2.  Message.  Keep it short and state what you need.  If there is no response expected, say something like “Thanks in advance” or “No reply needed.”  That will cut down on those return messages like “Okay” that can fill your inbox.
3.  Tone.  Reread your message before hitting the Send button.  Then you can add the small niceties like “Please” and “I appreciate….”  Otherwise the actual wording may appear brusque since there are no external visual or auditory clues to convey your meaning.

B.  PROCESSING 

To keep email from interrupting you throughout the day, set up time blocks for processing.  The ideal would be twice a day.  If you feel you need to, check your inbox when you come in to be sure there are no emergencies.  Then, move on to other projects until your scheduled email processing time. 

If dealing with email two or three times a day is not realistic for your business, perhaps you could check it once every hour to be sure you are not missing any urgent request.  When there is no emergency, wait till your time block to continue working with the mail.

When you work in time blocks instead of multitasking throughout the day, you can be up to four times more productive.  The wasted minutes come from switching back and forth between diverse activities.