It can be difficult to keep up with the flow of hundreds of emails pouring into your inbox each day without a little organization. Nobody actually enjoys sifting through a stuffed inbox; you want to open your inbox, do what you need to do, and finish up as quickly as possible. We conducted an “Email Best Practices” workshop to help employees manage their email more efficiently and improve productivity.

1. Email Best Practices

2. • Understand our e-mail policy
Session Objectives

3. • Manage e-mail
volume and storage
effectively
“I apologize for
the length of
this letter. If I
had time, I
would have
written a
shorter one.”
Mark Twain
Session Objectives

4. • Organizational Tips
Session Objectives

5. • Business use only
Session Objective: Email Policy

6. Email Policy:
Business Use Only

7. Email Policy:
Business Use Only

8. • Expectation of privacy
Session Objective: Email Policy

9. Email Policy:
Expectation of Privacy

10. Email Policy:
Expectation of Privacy

11. • Offensive
correspondence
Session Objective: Email Policy

12. Email Policy:
Offensive Correspondence

13. Email Policy:
Offensive Correspondence

14. Email Policy:
Offensive Correspondence

15. • Confidential information
Session Objective: Email Policy

16. Email Policy:
Confidential Information

17. Email Policy:
Confidential Information

18. Email Policy:
Confidential Information

19. • Promotes and
reinforces our brand
• Should be
consistent
Email Signature Blocks

20. Call Center

21. Security First Managers

22. Security First Insurance

23. • Delete, rather than store,
when possible
Managing Email Volume:
Email Storage
Your friend!!

24. • Clear your in-box regularly
• Transfer files you must keep
into folders
Session Objective:
Managing Email Volume

25. Creating Folders

26. • Periodically review your
storage folders
Managing Email Volume:
Email Storage
Your friend!!

27. Reply All
• Do not use reply
all when:
• Only the sender
needs to know
the reply
Managing Email Volume:
Reply All

28. Reply All
• Do not use reply
all when:
• Your message is
“Thanks” or “Me,
too”
Managing Email Volume:
Reply All

29. Managing Email Volume:
Blind Copy

30. Use written communication to:
• Convey specific details (facts
and figures)
• Send a uniform message to
many people
• Retain a record of a
communication
Managing Email Volume:
Email or Phone?

31. Use spoken communication to:
• Exchange information
• Solve problems
• Deal with questions or give
clarifications
Managing Email Volume:
Email or Phone?

32. Organizational Tips:
Creating Email Rules

33. Creating Email Rules

34. Creating Email Rules

35. Creating Email Rules

36. Creating Email Rules

37. Creating Email Rules

38. Creating Email Rules

39. Creating Email Rules

40. Creating Email Rules

41. Organizational Tips:
Creating Email Categories

42. Creating Email Categories

43. Creating Email Categories

44. Creating Email Categories

45. Creating Email Categories

46. Creating Email Categories

47. Organizational Tips:
Flag Emails for Follow Up

48. Organizational Tips:
Flag Emails for Follow Up

49. Organizational Tips:
Flag Emails for Follow Up

50. Organizational Tips:
Flag Emails for Follow Up

51. Managing Email Volume:
Creating External Hyperlinks

52. Creating External Hyperlinks

53. Creating External Hyperlinks

54. Creating External Hyperlinks

55. Creating External Hyperlinks

56. Managing Email Volume:
Creating Internal Hyperlinks

57. Creating Internal Hyperlinks -
Documents

58. Creating Internal Hyperlinks -
Documents

59. Creating Internal Hyperlinks

60. Creating Internal Hyperlinks -
Documents

61. Creating Internal Hyperlinks -
Directory

62. Creating Internal Hyperlinks-
Directory

63. Creating Internal Hyperlinks-
Directory

64. Creating Internal Hyperlinks -
Directory

65. Creating Internal Hyperlinks -
Directory

66. You Make the Choice
Which communication
channel is better to use
when you want to resolve
a problem?
a. E-mail
b. Phone

67. You Make the Choice
Where should you store
your e-mail?
a. Your in-box
b. Storage folders

68. You Make the Choice
For which of these can
you use your company
email account?
a. Business only
b. Business and personal

69. E-mail is an essential business communication
tool
Use email tips and shortcuts to be more
productive and effective
Make sure to follow the organization’s
e-mail policy
Your signature block is an electronic business
card that represents our company’s brand
Key Points to Remember