E.g. “A pair of reading glasses have been misplaced. If you have seen these could you please return them to reception.”

This kind of message often gets sent to the whole organisation mail system, which could include thousands of people, when it should be sent just to that local office.

The lost time associated with thousands of people readings a broadly sent email like that and the bandwidth costs could amount to thousands or tens of thousands of dollars.

In the above example, approximately 5000 people received the message. 5000 x 30 seconds is about 42 hours wasted time ($5000+ in billable time). Plus the time wasted in people laughing about it and replying with comments. Plus the storage costs and transmittal costs.

Not only does it make the sender look foolish, it wastes your project time, resources, and if from your project, its reputation.

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All emails that you are only CC’d on should be automatically filtered.

Priority emails that are sent to you only or you as the main person should be filtered to an “Important” folder for review more immediately.

Consider only reviewing your emails at specific times each day (say 9am and 3pm). All emails received could have an automatic reply sent stating “I only read emails at 9am and 3pm each day, if you require an urgent response please call me directly on ———”

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Be careful with every document, photo, memo, drawing, email that is put in the project folder. Make sure it is something that you would be happy for anyone to see.

Don’t put project instructions in the same email as a personal note.

If you want to congratulate a client on a personal topic for example the birth of a child), do not also include project information, questions or instructions in that same email. Send a completely separate email, even if it just a moment later. It is important to separate these, as project related correspondence may and probably should by filed in the project file.

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