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Are your Team’s Emails Getting Lost?

Organize Your Business Emails, To Prevent Important Information from Getting Lost

If most of your communication with your team members is done on email this blog is for you. You may be in transition or planning to change over to new systems and platforms. Yet in the interim, you may need a quick fix so nothing important slips through the cracks- so here it is:

1. Use Subject Line Categorization

Categorizing your email subject lines is a simple yet effective way to organize your inbox. Bonus if you can match the categories to your internal filing system -

Here is a sample of it:

  • Subject Line: [ACTION REQUIRED] Complete Patient Follow-Up for Jane Doe by 5 PM Today

  • Subject Line: [MARKETING] New Health Awareness Campaign Launch - Content and Schedule Review Needed

  • Subject Line: [HR] Final Reminder: Employee Benefits Enrollment Deadline is June 10th

  • Subject Line: [MEETING NOTES] Staff Meeting Notes and Action Items from June 2nd Discussion

  • Subject Line: [INVOICE] Invoice for ABC Medical Supplies - Due June 15th - Please Review and Approve

  • Subject Line: [CUSTOMER FEEDBACK] Latest Google Review 3.5/5

2. Set Up Email Filters and Labels

Email filters and labels can automatically organize incoming messages.

  • Automatically Create Filters:

    • Go to your email settings and find the filters or rules section.

    • Set up rules to sort emails into specific folders based on subject line prefixes, sender, or keywords.

  • Apply Labels/Tags:

    • Use labels or tags for quick identification.

    • Color-code labels for visual ease. For example, red for urgent, green for informational.

3. Organize with Folders and Subfolders

  • Main Folders: Create broad category folders such as Projects, Clients, Finance.

  • Subfolders: Within each main folder, create subfolders for specific projects or clients. For example, under Projects, have subfolders like Project A, Project B or Marketing Q1, Marketing Q2

4. Regular Clean-Up and Maintenance

  • Daily/Weekly Clean-Up: Encourage team members to clean their inboxes regularly.

  • Archive Old Emails: Move emails that are no longer active to an archive folder to reduce clutter.

6. Effective Use of CC and BCC

Create internal rules for how you want to use CC and BCC within your company and team.

7. Clear and Concise Communication

Encourage clear and concise communication within your team’s emails. Focus on writing shorter emails that get straight to the point, unless the email is a CYA (cover your assets, such as in legal matters). In those cases, provide detailed information as necessary.

Remember, it's not what you do but how you do it! Style supersedes everything!

As always, I am here to help you get ridiculously loyal customers, so let's get to it!

Now your emails can look like this gif! Nicely organized!


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