In today’s digital workplace, email remains an essential tool for communication. But it shouldn’t be the only one – or even the main one! When misused or overused, email can quickly turn into what many dread—pain-mail. Overflowing inboxes, unclear messages, and constant interruptions can drain productivity and create unnecessary stress. Fortunately, with a few thoughtful habits and team-wide practices, you can take the pain out of email and turn it back into a tool that works for you, not against you.
Few companies have a simple documented ‘Email User Etiquette’. It makes sense to develop some clear guidance on how to prevent (or claw back from) an email avalanche that has the potential to bury your team – and you! If email is overused or misused in your business, here are some considerations you might wish to incorporate.
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Set Clear Expectations for Email Use
One of the biggest issues with email is the lack of agreed-upon norms. Without them, people are left guessing how quickly they should respond or when it’s appropriate to send a message. Setting team and business-wide expectations—like replying within 24 hours, using chat groups or instant messaging for urgent matters, or avoiding weekend emails unless truly necessary—creates boundaries that reduce stress and increase efficiency. Be careful, however, that WhatsApp or other instant messaging doesn’t become the new email avalanche.
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Be Clear and Concise
Long-winded, vague, or disorganised emails waste time. Help your recipient by keeping your emails focused. Use a clear subject line (e.g., “Project X: Final Approval Needed by Thursday”), open with your purpose, and organise your points using bullet points or numbered steps. Start (or end) with a clear call to action or statement of what’s expected next. This not only speeds up comprehension but cuts down the need for back-and-forth clarification.
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Use “Reply All” Sparingly – if at all!
Not everyone needs to be in every conversation. Excessive use of “Reply All” clutters inboxes, dilutes attention and wastes time. Include only the people directly involved or those who truly need to stay informed. Be mindful of CC and BCC fields as well—use them intentionally rather than by default.
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Signal Urgency Thoughtfully
A subject line that reads “URGENT!!!” but turns out to be low priority can train people to ignore future messages. Use indicators like “[Action Required]”, “[FYI]”, or “[Response Needed by Friday]” when appropriate—but sparingly, so they maintain their value. Overuse leads to important messages being missed.
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Don’t Let Email Dictate Your Day
Checking your inbox every few minutes breaks focus and encourages reactive work habits. Instead, schedule specific blocks during the day to check and respond to email. Many productivity experts suggest two or three times per day—enough to stay responsive without being ruled by notifications.
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Avoid Email for Complex or Sensitive Topics
If a conversation involves a lot of emotion, or back-and-forth, email is often the wrong approach. In these cases, a quick phone call or video meeting can save time and prevent misunderstandings. Email lacks tone, and messages can easily be misinterpreted. Too often, email is the wrong tool to use. Speaking by phone or a quick chat could eliminate up to 20% of email sent – and effect a greater outcome. We could all cope with 20% fewer emails!
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Lead by Example
Team culture starts at the top. If you’re clear, respectful, and efficient in your emails, others are more likely to follow suit. Set the tone for healthy communication and encourage open conversations about what’s working—and what’s not. Consider speaking rather than typing!
Is there Value in a Email Policy
Research shows that a significant portion of workplace emails are unnecessary. Studies from McKinsey and Harvard Business Review suggest that up to 50% of emails employees receive add little to no value and 2.5 hours per day is spent reading and responding to emails. Similarly, surveys from Adobe and IBM reveal that 40–60% of emails are considered irrelevant or clutter—often including excessive CCs, overuse of “Reply All,” or vague messages that lead to lengthy clarification threads.
Many of these messages could be replaced with quicker tools like a phone call or quick chat or eliminated entirely. By cutting down on low-value emails, teams can reclaim focus, reduce stress, and make space for more meaningful work.
Final Thoughts
Email doesn’t have to be painful. With a few smart adjustments and a simple, documented policy, your team can transform email from a source of stress into a tool for clarity, collaboration, and calm. Meet the team at CCO.