Simple Things You Can Do

1. Don't fill in the recipient email addresses before completing the email

This may be familiar. A broken email arrives quickly followed by another email asking you to ignore the earlier email as the "send" button was pressed accidentally. It's a waste of time for both people. The best way to prevent it is not to fill in the recipients at the end.

2. Always include your contact numbers in your emails

Yes, we expect that people will be organized and they will store our phone numbers in the address book and when they want to call us - voila! it's all there in the address book. Unfortunately, I have seen so many busy people using email also as an address book. We can't change everyone but at least we can be sure that they will find us when they need us by putting in our contact details in our emails.

3. Set your name display to "FirstName LastName"

There are so many variations out there "Lastname, Firstname", "name@server" etc. The best is to set your name to be displayed in the "Firstname Lastname" format. This is because if someone is searching for your email by name, everyone may not know your lastname or your email address which may be a combination of first initial of first name and the last name or something of that sort.

4. No surprises by email (golden rule)

You are running late on a critical project or you won't make it to a meeting that is scheduled later today - best is to not use an email to surprise people. Surprises are ONLY good as long as they are positive.

5. Never send an email without setting the context

When you get a plain link without setting the context, the sender is sending you data and challenging you to find the information. If you are busy, you may ignore it or save it to read it later. It's the same way on the other end. If you just send plain links, they may not receive all the attention that you hoped it would receive. If you add a bit of context and your thoughts on the article (it can be a short paragraph) the effectiveness will increase.

6. Never "Reply All" when you are in "Bcc"

There must be a reason why you are in "Bcc" and not in "Cc." Replying to all will put the sender on the spot.

7. Adjust the subject line to reflect the current topic

Email conversations tend to evolve. After a few exchanges, an email's topic and the subject line may go out of sync. It is your responsibility to ensure that it reflects the current topic.

1. Use CallerId blocking option wisely

Agreed, you need your privacy. So, you block your caller Id. Now, imagine you call someone and your number appears as "Unavailable" or "Restricted" Now, remember that the person may not pick up the call because he does not know who is calling. Second, the person checks his voicemail when he is driving and of course, in your message you have left your call back number. However, the person has many other messages to listen to and your call back number is lost in so many other things that the person has to remember. In summary: he will call you back LATER.

2. Always leave your call back number (slowly) when you leave a voicemail

Again, our assumption is that people will know our phone number or it gets registered in the cell phone caller id system. My point: Why take a chance? It will hardly take a few more seconds to slowly and clearly leave your call back number. I emphasize slowly as not everyone may understand your accent and if you speak fast, it will make matters worse.

3. Check your phone settings before you enter a meeting

With so many cool ringtones out there, I am sure we are all tempted to try out some cool ones on our cell phone. While it may be rude to just let the phone ring, we can create a scene when it rings with a odd ringtone. Easier to set it to vibrate mode.

4. "Bad reception" courtesy

Best is to not pick up the phone call if there is bad reception. If you do pick up the call, please tell the caller upfront that you might lose the call and get the phone number so that you can call the person back.

1. Always take reverse directions from your meeting place

Yes, I know that many of us have the GPS devices in our cars. We can depend on them 100% and be surprised sometimes but I would rather be prepared. While you are printing directions from your location to the meeting place, you can click once more to print the reverse directions (from the meeting place back to your location.) This has helped me multiple times, especially when I am in a new city and I am meeting someone downtown.

While you are at it, also think of getting an alternate route at hand if the timing is critical. Sometimes a road is closed or under construction and

2. Keep all the contact numbers handy when you are driving

Especially contact numbers of the hotel or restaurant or meeting place, cell phone of the person you are meeting. You never know when you will need them.

3. Always keep a few quarters in your car

You never know when you need them - first for parking meters and second, in a new place you will sometimes be surprised by toll roads.

1. Wear your socks before you wear your pants

Simple reason: It will keep your pants less crumpled :)

2. Keep a spare lint remover at your workplace

I want to add other personal care items but this is the one that people most forget and it's hard to find a substitute for a lint remover when you need one.