Prescriptions for Effective Emails
According to the Radicati Group, Inc., in 2014 the average email user will receive/send about 120 emails daily. Both reading and responding to these messages, according to the McKinsey Global Institute accounts for a full 28% of an average worker’s workweek. So the question is, how healthy are your e-mail habits? Here are some quick tips to boost the efficiency and effectiveness of your next electronic correspondence.
Prescription #1- Use a Greeting. A simple salutation that includes the recipient’s name such as “Hello Anne,” serves as a way to be more warm and interpersonal. It also increases the likelihood that the email will be read. When communicating to a group, include a warm salutation such as, “Hello All,” “Greetings Everyone,” or “Greetings Morning Shift.”
Prescription #2 – Create powerful subject lines. With hundreds of email flying back and forth daily, subject lines are crucial in that they help the receiver determine the importance of the communication. If your message requires a reply, put “Response Needed,” in your subject line. When appropriate consider including customer numbers, order numbers, etc. to make it easier for the end-user to file and retrieve the email later. If you need something by a specific date, include the date in the subject line (e.g., “Signature Needed by Sept. 25“).
Prescription #3 – Get to the point. Keep your emails short and simple. Think about your email as an inverted pyramid and place the important information at the top, with supporting information to follow. Don’t bury what you want in a sea of words.
Prescription #4 – Use the CC button sparingly. Send a carbon copy only to those who really need to see the email. Doing otherwise, contributes to E.I.E.I.O. (Everyone Is Experiencing Information Overload). This is what happens when you have, “An email here, and an email there. Here an email, there an email, everywhere an email, email.”
Prescription #5- Make sure that your emails are visually attractive. To enhance readability create bite-sized chunks of information. Keep your paragraphs to a maximum of five or six sentences and put extra space between paragraphs to make your email easier on the recipient’s eyes. Consider bulleting information, creating sections and highlighting key points as most readers will scan your email rather than read each word.
Prescription #6 – Don’t write anything that you wouldn’t want the world to know. Remember that with the touch of a button, your email can be forwarded to Human Resources or your manager and kept as a part of your permanent record. Never send an email when angry or frustrated. Also, be extra careful when crafting your email so as not to offend. As a general rule, when in doubt, don’t hit “send.” Also, make it a habit to write your email first and add the recipient(s) name(s) last. This keeps you from accidently hitting “send” too early while your e-mail is still under construction.
Prescription #7 – Use spell check. There is no excuse for poor grammar and spelling errors. Remember that every email you send reflects on you professionally.
Prescription #8 – Use capital letters sparingly. Writing in caps is considered screaming. Capital letters can be used for emphasis, BUT DON’T OVERUSE THEM, OKAY!
Prescription #9 – Conclude your email by saying something nice. Your last impression leaves a lasting impression.
Prescription #10 – Include a signature. A professional signature includes your name, title, company name, phone number, e-mail address, and company Website. To help with branding, make sure all employees in your company use a common signature template.
Dr. Susanne Gaddis
The Communications Doctor
web: www.CommunicationsDoctor.com
email: gaddis@CommunicationsDoctor.com
phone: 919-933-3237
