Imagine a time when receiving an email brought joy. Though that may feel like a distant memory, you can still turn email into a powerful communication tool.

Email offers a chance for effective communication, but it often becomes a source of stress, explains Adaira Landry, MD, MEd, an assistant professor at Harvard Medical School.

While you can’t stop unwanted emails from intruding on your life, you can change your approach to them.

Instead of fixating on your inbox, try to focus on what you send and when you send it.

This shift is part of what Landry and Resa E. Lewiss, MD, advocate for: cultivating a considerate email culture. In a piece for a reputable business publication, they emphasize this idea.

“We often prioritize others’ needs over our own,” Landry notes. “Our goal is to promote how we can be considerate of those we communicate with.”

For instance, Landry sometimes writes emails late at night to free up her schedule. However, she schedules them for the next morning to avoid placing the burden of a late-night response on the recipient.

“It’s about respecting others' time,” she shares. “I can still take care of my tasks while being mindful of their personal space.”

If scheduling isn’t possible, you might add a note indicating that a prompt reply isn’t necessary.

Lisa S. Kaplowitz, an assistant professor at Rutgers Business School, includes a helpful postscript in her emails: “I’m sending this at a time that suits me and understand you have your own commitments. Please respond at your convenience.”

Kaplowitz adopted this approach after seeing a similar practice.

She believes it’s essential to avoid creating an expectation for your team to be perpetually available; doing so can lead to burnout and talent loss.

Colin D. Ellis, author of “The Hybrid Handbook,” points out that many lack clear guidelines on email use, which can lead to unnecessary clutter and wasted time.

According to Ellis, while email is designed for asynchronous communication, many misuse it, allowing constant notifications to disrupt productivity. If everything feels urgent, nothing truly is, which dilutes our ability to prioritize.

Kaplowitz stresses the importance of establishing a primary communication platform within organizations, clarifying expectations for response times. “When everyone understands the communication framework from the start, it reduces friction,” she explains.

Experts also offer additional strategies to improve email interactions:

  • Utilize BCC wisely. Landry acknowledges that BCC has received criticism, but it can help reduce unnecessary reply-all situations, leading to more organized communications.
  • Be mindful of content. Lewiss highlights that emails are easily shared and stored, urging caution in what you include. Landry reminds us to consider the requests we make of others in our emails.
  • Choose the right medium. Lewiss advises that in emotional situations, consider if email is the best way to communicate. Sometimes, a different medium is more appropriate.

To foster a healthier online environment, Ellis suggests: “Show empathy, assume the best in others, and never say anything you wouldn’t say face-to-face. With the internet being largely unregulated, we all must act responsibly to ensure others feel safe.”

Forming new habits can be challenging. Kaplowitz, who leads an organization focused on positive change, emphasizes the importance of having space for creativity and downtime. She cherishes moments with her family, stating, “Those experiences are priceless.”