10 Email Best Practices Every Company Should Adopt
In a recent business owner survey we conducted with several thousand of our clients, it became very clear that email has eclipsed phone calls and meetings as the single biggest time distraction in business. It’s addictive, never-ending, and overwhelming.
Here are our top 10 email best practices we think every company should adopt.
1. Use powerful subject lines to streamline processing and retrieval.
No more blank subject lines or generic “Hello…” Instead, make your subject line a clear, concise description of the email content. This not only helps screen messages but also makes emails easier to search and reference later.
Don’t just forward an email with a quick comment. Take a moment to rewrite the subject line to reflect the context so your recipient better understands the message and can find it later if needed.
2. Use the “1-2-3” system in subject lines.
A common issue is receiving emails without knowing whether they require action or are simply FYI. The “1-2-3” system solves this:
- 1 – Time-sensitive and important; action is needed immediately.
- 2 – Action is required, but it’s not urgent.
- 3 – No action needed; just for your information.
Example: “2: Notes from Franklin Call 2/5/15” – Action is needed, but not urgent.
Example: “2 Mark; 3 Sarah: Two follow-up items for Sullivan Project” – Mark needs to act; Sarah is just being informed.
3. Don’t mass “CC” or “BCC.”
Only include people who truly need the information. Remember, CC’ing or BCC’ing someone brings them into the entire thread—not just the first message.
4. Turn off auto send-and-receive (or reduce its frequency).
You don’t need to see every email the instant it arrives. Research from UC Irvine’s Gloria Mark found it takes the average worker 20 minutes to refocus after an email interruption.
5. To get less email, send less.
Simple but powerful—the more you send, the more responses (and back-and-forth) you’ll receive.
6. Avoid back-and-forth confusion—just call or meet.
Emails are poor tools for nuanced conversations. If clarity is slipping, pick up the phone or talk in person. Then you can follow up with a summary email if needed.
7. Highlight key information at the top of long threads.
Make it easy for your recipient to quickly grasp the message. For multi-point emails, consider numbering items to improve readability and response.
8. If it’s sensitive or could offend, don’t email it.
Have the conversation instead. Never send anything by email that you wouldn’t say face-to-face. This is especially important with internal team communication.
9. Don’t manage tasks through email.
Email is a poor task management tool. Tasks get buried by new messages. Use spreadsheets or dedicated project/task management tools like:
These tools allow you to organize, prioritize, assign, and track work far more effectively.
10. Learn your top five email recipients’ preferences.
Sort your “Sent” folder by recipient and find the five people you email most (usually internal team members). Ask them:
- Do they prefer detailed or brief emails?
- When are their email-free hours?
- What should or shouldn’t you CC them on?
- What three things could you do differently to improve your email communication with them?
Then reverse the conversation and share your preferences too. A little clarity goes a long way toward reducing email friction.