Did you just accidentally mark the wrong person in your email? Or you sent it prematurely without attaching the required files? We understand how such mistakes keep happening from time to time. But is there something that can be done?
You obviously would not jump into someone's mailbox to rectify the mistake! But you can probably make use of advanced email features that help in undoing the sent emails. However, before that, let's help you understand what kinds of common email mistakes you should generally avoid before hitting the Send button.
Writing
#1. Avoid open ended questions over e-mails. They can be asked elsewhere.
#2. Make use of language that's less complicated.
#3. Stop shouting with CAPITAL letters.
#4. Know who the mail concerns and include their name. Make it feel less generic.
#5. Be very specific about your email subject lines. Let there be utmost clarity.
#6. Type complete sentences and try to make sense.
#7. Proofread your emails.
#8. Lengthy paras are a strict no-no unless and until extremely required.
#9. Unusual font styles do not help in gathering attention. Instead, they confuse.
#10. Using bullet points are still the best practice. Hopefully, it'll always remain so!
#11. Be concise and maintain etiquettes if it's a business email.
#12. Proper phrasing along with formatting is of extreme importance. Ensure finding exact words to convey your intent.
Productivity
#1. Turn off the unnecessary email notifications.
#2. Keep a check over emails to ensure if there's more work that's required to be done.
#3. Make use of applications like Slack or Asana that act as better To-Do List managers.
#4. Keep a regular check on your Inbox rather than abruptly going back to see what's new and what's not!
#5. Get rid of emails smartly not blindly. Be generous in deleting the irrelevant clutter.
#6. Answer your emails point by point and ensure that no one's time is being wasted.
#7. Make use of use cloud storage to avoid heavy attachments over emails.
#8. Keep each person in the loop for better performance.
#9. Asking questions that are available over Google is utter crap!
#10. Don't waste time in sending steamy emails. Rather use the time for something more productive.
Security
#1. Enable 2-Step Verification process for all your major email accounts.
#2. Sharing sensitive information via email isn't a good idea.
#3. Maintain different passwords for each account.
#4. Get into the habit of changing passwords regularly.
#5. Don't risk your data in exploring about the $50,000 lottery you just won!
#6. In a habit of replying to spam emails? You might just get stuck in a dangerous trap.
#7. There might be some sensitive information on the trail mail you just forwarded carelessly.
#8. If you already aren't using one, instantly get a spyware or virus blocking program on your system.
#9. Provide personal information only if you are 100% sure.
#10. Ensure safety if you log on to email accounts through public computers.
Professionalism
#1. No shortcuts, please! Be courteous enough and use no abbreviations.
#2. Offer criticism face to face and not over emails. Avoid misunderstandings.
#3. Save personal updates for some other time.
#4. "Reply all" hasn't been created for you to keep bugging each and every person.
#5. Start conversations formally and politely.
#6. Always reply to your boss. Your assumptions don't reach him/ her!
#7. Keep personal and business emails separate.
#8. Client and colleague emails need to be separate.
#9. Don’t convey an impression of always being available.
#10. Make the list of attachments limited.
#11. Respond to emails only when you are in a balanced mood.
#12. Inappropriate emails shouldn't be sent to avoid any kind of spamming or emails being missed out.
Now that you know what needs more attention, you might commit lesser mistakes. Yet making use of the feature to get back your happy face, this is how you can retract your emails for added security!
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