Best Tips and Practices to Manage Email Threads

7 min read
Bitrix24 Team
July 25, 2023
Last updated: January 15, 2024
Best Tips and Practices to Manage Email Threads
Email is a vital tool for businesses and professionals to interact with clients and coworkers. The correspondence frequently goes back and forth. Email clients will often aggregate the conversation into a single string known as an email thread or email chain when this happens.

An email thread is an organized set of messages and responses you and other people exchanged in a conversational format. To make it easier for everyone to follow the conversation, when you click "Reply" to a message, your new message is attached to the end of the thread.

When you keep emails in the thread, you follow the conversation easier. When referencing a previous conversation, email threading can be useful. All replies will automatically utilize the "RE:" preposition in the subject line.

CCs and BCCs: Why Are They Important for Email Thread Building?

If you've ever sent an email, you’ve noticed that the CC and BCC fields are located just next to the "To" field. Simply explained, using CC and BCC are two methods for adding new recipients to an email.

“Carbon copy” is referred to as a "CC" in email communication. When there was no internet or email, you had to sandwich a piece of carbon paper between the paper you were writing on and the paper you wanted to use as your copy in order to make a copy of the letter you were writing.

The acronym “BCC” stands for "blind carbon copy." BCC is a similar method to CC for forwarding copies of an email to additional recipients. When CC is used, a list of recipients is shown. 

When BCC is used, a list of recipients is not visible. The other receivers won't be able to see that the email has been forwarded to another person. That’s why it is known as a blind carbon copy.

It’s highly important to differentiate these users while adding them to an email thread, because CCs stand for those who are included in the email thread and can communicate. BCCs can only observe this communication without being included. 

Best Email Thread Practices

You can organize marketing and communications when you properly keep your email threads. When you let everyone reply to the initial message, the participants of the conversation don't have to clog their inboxes with mentions of every receiver. Accountability and tracking may become simpler as a result.

However, a conversation can quickly become noisy if there are too many participants and messages being sent back and forth. This may result in a cluttered inbox and decreased productivity. You need to establish guidelines and plans that encourage constructive email interactions in order to avoid this.

An email thread should be short

Some people are too obscure when messaging, while others make the thread the only means of communication.

Encourage everyone to include as much crucial information as possible in their emails if you want to keep your discussions brief. By doing this, you can allay worries and stop other participants from asking too many questions that might drag on. Your email thread should assist your target recipient in making a quick choice.

If you're the one asking for clarification, make sure to address all questions in one email rather than sending three or four separate ones. By doing this, you can be sure that the other party will respond to all your questions in a single email. Although the email may be lengthy, at least it won't clog the email thread.

Each email should be relevant to the thread

Email threads that never finish are annoying and can be as irritating as spam emails. Departing from the main topic is one of their main causes. Due to the accumulation of too many useless emails, it becomes difficult to identify relevant information in the thread. Participants eventually start asking the same questions whenever they need clarification or bring up previously resolved discussions.

Inform participants that they must only share information that is relevant to the topic of your email thread.

Stay formal

Keep your tone professional throughout your thread to preserve formality. It implies utilizing the appropriate email signatures, sign-off salutations, and greetings. Your text should be official above all else. Avoid sending emails that are very emotional since they could clog the conversation.

For instance, if you write someone an aggressive email, he can feel disrespected and concentrate on taking revenge rather than fixing the issue. If you get overly happy, the topic may turn into a series of congratulations, especially if many people participate in it. Meaningful information eventually gets lost in the email thread in both situations.

Stick to email etiquette

Always reply as fast as you can. Alert your recipients about significant news in the conversation. Make sure your directions are clear. The clearer your communication is, the less trouble you’ll have while dealing with another email thread.

Make sure your email thread is structured

Consider opening each email paragraph with the most essential information and keep it brief. Use bullet points and numbered lists if you're composing a detailed email. This makes it easier for the reader to skim the email and better comprehend your point of view.

Last but not least, read any email before sending it to make sure it is clear and error-free.

Set the email thread rules

Setting ground rules is a great spot to begin if you plan to use threaded messaging. Call a team meeting and go over the threaded message's intended purpose. Discuss topics including when to add a contact, how frequently to send messages, and which communications should be avoided in the email thread.

Stick to the topic of the email thread

It’s simple. Stick to the original topic of the conversation and never let any personal questions mess it up. 

Minimize the number of replies

The email discussion can get cluttered and difficult to follow if there are too many replies. Determine how frequently messages should be sent when you establish the ground rules. For instance, most projects gain from the addition of regular, timely, weekly status updates to the discussion thread.

One-word responses like "Thanks," "Okay," or "Got it" don't really advance the discussion. A five-person team sending such a message would result in the addition of five new messages to the conversation thread. Non-sufficient short answers stay non-sufficient.

Be careful while adding contacts

Your email thread conversation participants are you Cc's. Names and email addresses of these people are visible to one another. These are the individuals who regularly take part in the conversation.

There may be occasions when you want someone to have a look at the chat without participating. For example, if your employer isn't directly participating in the project, you might still want him to see the email thread. By adding someone to the BC field, he can observe the conversation without anybody else knowing.

Don’t forget to get rid of unrelated email messages

Despite your best efforts, a few irrelevant messages could find their way into the email thread of the group conversation. There’s nothing to worry about. Numerous email clients, including Gmail and Yahoo Mail, let you get rid of unneeded messages from an email thread without erasing the whole conversation.

Note: Your deleted message can still be present in the email system of some team members if their email service does not enable threaded messaging.

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How to Arrange a String of Emails

If you’re looking for short but detailed information on how to keep your email thread, have a look at this shortlist:

  • Make sure your every email, as well as every email of your correspondents, are related to the topic of the email thread.

  • Don’t forget to establish the rules of the conversation to avoid unnecessary mailing and doubling letters from your employees.

  • Email threads for multiple people should only include topical conversations. Private conversations and discussions should keep private.

  • Avoid spamming in the email thread and control the “Reply All” button.

  • Chat and text like a pro. Use only appropriate words and jests even if you’re annoyed with someone who really deserves your commentary. Keep your email thread clear and distinct not to make your employees or colleagues angry with you.

  • Be polite and make sure your co-workers are polite to anyone new added to the email thread.

  • Take care of the CC and BCC users. The first ones are regular participants of the email thread, while the second ones are allowed to merely view the thread without participating. Avoid adding too many CCs.

  • Don’t let each and every one register in the email thread before you establish the rules to the newcomer first.

  • Be specific with your email requests. Keep your email conversation effective by providing only essential information concerning your current projects.

  • Respect other people’s time. Your email messages shouldn’t be too lengthy.

  • Arrange a sort of schedule for your co-workers and send them messages on certain days and in certain time. It’s especially important in case you communicate with people from other countries.

Keep your email thread properly arranged not to make it drawn-out of conversation. These email thread rules may look simple, but they are effective.

Make Useful Decisions

Email threads are an effective tool for planning and facilitating dialogues. But you can’t imagine how simple it is to stray from the intended course, especially when you let a thread devolve into a one-word dialogue. However, you may make your email thread helpful by establishing guidelines, being pertinent, and upholding common decency.

Working together will help you get the most out of your email thread. As long as you're all on the same page, you'll have to be more understanding.

Proper email arrangement for your business is crucial. The majority of corporate communication consists of it. You may better manage your corporate communication by being proficient with your email tool. The secret of getting ahead is getting started with your email thread! Not only your customer, but your co-workers will finally be satisfied.

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Table of Content
CCs and BCCs: Why Are They Important for Email Thread Building? Best Email Thread Practices An email thread should be short Each email should be relevant to the thread Stay formal Stick to email etiquette Make sure your email thread is structured Set the email thread rules Stick to the topic of the email thread Minimize the number of replies Be careful while adding contacts Don’t forget to get rid of unrelated email messages How to Arrange a String of Emails Make Useful Decisions
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