1 One new topic/subject/message = one new e-mail (do not reuse old e-mails)
If you want to ensure that your message is received, the e-mail should deal with only one topic. Always create a new e-mail when writing about a new case or topic.
2 State the subject in the subject line
The subject line should contain a short, informative heading so that the recipient can quickly identify the purpose; for example: “Draft agenda for board meeting.”
3 Be concise and precise in the body text
What is your most important piece of information for the recipient? State it early in the e-mail and avoid repetitions, unnecessary details, and comments. Consider whether your e-mail is easy to reply to.
General information and inspiration (e.g. articles, conferences, etc.) for many, but unnamed, colleagues should always be sent via the internal newsletter.
4 Send only to recipients for whom the topic is relevant – also when replying
Consider whether it is necessary to reply to all recipients.
In general:
- Recipients in the To field are expected to act/respond to the e-mail.
- Recipients in the Cc field are informed only and are not expected to respond.
5 Other
You are not expected to respond to e-mails outside normal working hours (Monday–Friday, 08:00–16:00). Instead, set a reasonable response deadline if none is specified in the e-mail.
Use an out-of-office reply when you are on leave, on holiday, attending a course, or at a conference. This can give you the peace of mind to focus on what you are currently working on.
Effect
Clear and targeted communication, improved work environment, and reduced environmental impact by lowering unnecessary CO₂ emissions.
We also recommend the e-book (Mastering the Effective Workday), which includes a toolbox of practical tools and methods that are easy to implement.