rock star

Email is one of those things that no one really likes, but we all do it anyway. It is still the most popular form of professional communication. We send millions of emails every day, from desktops, laptops and mobiles.

When working for a company specializing in email software, you begin to pay extra attention to the the emails that you send and receive. So I’ve come up with 5 super tips to help you become the email rock star that you’ve always wanted to be. Enjoy!

1. Don’t waffle

talking dog

No one wants to know how the weather has been. Cut straight to the point and avoid using long-winded or over technical words. 9 times out of 10 you want a quick reply to your email, so make it easy for the recipient to digest and respond.

2. Don’t send big attachments

A lot of emails are now read on mobile devices, so sending large photos or documents means that the recipient needs to download them on their phone. This means using their mobile data and a lot of pinching-to-zoom to actually view it.

The biggest reason to avoid sending large attachments is to minimize the stress that it puts on your mail server. If you’re in a big organisation, the smaller your mail file, the better. Your IT manager will thank you.

If you do need to send a large attachment, consider using a file sharing service.

3. Have an attractive email signature

Your email signature is a very powerful source of promotion, either for yourself or your business. Every email that you send should include your company logo, social media links, website links and even a targeted advertisement.

For your personal email signature, you can customize the design and content easily with your email client. However, I would recommend not including any imagery unless you are using some email signature software.

Your business email signature needs to be consistent across all employees and all devices. A well managed email signature can hugely benefit your company brand, but a badly managed one can destroy it. Chat with me in the comments, if you’re interested in discussing this more.

A professional and well designed email signature will go a long way to improving your personal and company brand image.

4. Respond quickly

It’s not a good a idea to be checking your email every 5 minutes. But it is important to reply as soon as possible. There is nothing worse than having a week-long email conversation to get an answer that could have taken a couple of hours. If you want quick responses to yours, reply quickly to theirs.

5. Proof read

So often you will hit ‘send’ and then spot a spelling mistake as the email is being sent or just afterwards. Take an extra 30 seconds to double check your spelling and grammar, it might be the difference between winning and losing a deal.

A good tip to help with this is to not enter the recipients email address until you’re ready to send. The first thing most people do is complete the ‘To:’ field. Leaving this until you have completed your email serves as a reminder to go back and double check.

These are just 5 simple and easy tips to help you become an email rock star. If you have any more, feel free to share them below!