What is the fool-proof way to compose an email to avoid mishaps and improve efficiency?
Steps to Compose an Email Effectively:
- Add attachments first to prevent any mishaps.
- Write the body of the email.
- Ensure a correct subject line is included.
- *Optional*: Address in cc if necessary.
- Enter the recipient’s email address.
By composing an email from the bottom to the top, it is impossible to forget anything important.
LPT Bonus: Consider activating the 20-second delay option if using Gmail for added security.
#EmailTips #ComposeEmail #Efficiency #EmailBestPractices #GmailSecurity #MishapPrevention
The delay option has saved my ass on numerous occasions. The fact that emails are sent immediately as you hit send by default is evil.
You forgot to add: then re-download the attachment, find an error, and re-upload it again.
You can set up a delay in Microsoft as well through the rules. I have my delay set for a minute. The rule has saved me a ton of times. It can be a pain if I am talking to a person live and I send them an email and we have to wait a minute before it leaves my outbox and they receive it. When that happens, I will manually turn off the rule, send the email, then turn back on the rule while I wait for them to receive it.
6. “Send to All”.
> 5. Write mail addresses
Be sure to include the full zip codes
Fool proof way to compose an email: Make it a meeting instead. BAM! Nailed it!
So basically start from the bottom and work your way up
1) add recipients.
2) type zzzz in the bcc field (with that value there Outlook will not be able to send even if you do accidentally click Send too soon as its not a valid recipient).
3) compose rest of email as normal.
4) perform final checks.
5) remove zzzz from bcc field.
6) send.
The 20 second delay saved my proverbial ass so many times!
Between steps 3 and 4: If it’s important that you get a reply and/or the recipient is a flake then BCC a reminder service like [fut.io](http://fut.io) so you don’t forget to followup with the recipient.