It’s not a perfect tool, but savvy use of e-mail in a few key areas can save you hours each week. The key is knowing when dashing off a quick message can save you time — and when it can actually pull you away from other work. Here are 7 dos and don’ts for maximum e-mail efficiency:

Do use e-mail:

• when you only need a one- or two-line response from folks. (Recurring invoice approvals, expense reports, etc.)
• if a set deadline is approaching and you haven’t heard from the departments that need to send you information. (Payroll and benefits forms, info for the monthly close, etc.)
• to periodically refresh/remind people about existing policies. (New hires may not know, longtime employees often simply forget.)
• to speed the movement of time-sensitive documents (receive invoices, send approvals, etc.)
• if you need to document something in writing.

Don’t use e-mail:

• if you need a longer explanation on a question. (If the answer is likely to be longer than a paragraph, or have a lot of details and exceptions, have the first discussion orally. You can always send a follow-up e-mail to confirm.)
• when the message could meet with a negative reaction from the person you’re dealing with. (It’s tempting to use e-mail to tell someone their wages are going to be garnished or that you’re withholding a vendor payment until a problem is resolved. But you’ll likely end up fielding an angry phone call anyway, or getting into a lengthy exchange. Better to get it out of the way orally.)

How have you incorporated e-mail into your procedures? Tell us in the comments where it’s saving you time — and where it isn’t.

Tags: Communication, efficiency, Resource, Technology