5 Ways to Write More Effective Emails
Time is of the essence … as learned from Tems hit song. Coupled with the number of emails that the average person gets daily, many people don’t have the attention span to read long, extensive emails. Therefore, we must embody the concept that less is more by learning to communicate succinctly and clearly.
On average, 121 business emails are sent to Americans on any given day, and while 60% are typically spam, at least 50 have relevant and essential information.
1. Maximize Subject Lines
The subject line is considered prime real estate since it typically dictates if someone decides to read the email, save it for later, or delete it altogether. Therefore, as the writer, you must choose a title that clearly articulates what the email is about. After selecting the perfect title that sums up the purpose of the email, consider adding notes that speak to the urgency of the matter. Notes related to due dates, informational purposes only, or actions can be included in the email so that staff members can prioritize the internalization of the information shared.
Staff Potluck Information & Logistics (Action Required)New Sales Receipts Processing Workflow (FYI)Grant Proposal Draft (Due 2/24/22)
2. Action Before Context
When composing an email, you should keep in mind the person reading the email so that you can tailor the email to their priorities. Unfortunately, many of us have been conditioned to “paint the picture” before delivering the ask. We believe that making someone feel good or providing rationale and context will increase the likelihood of completing the desired task. Unfortunately, though, the context that we add often turns into wordiness, leaving the purpose for the email diluted or overlooked.
Instead of fluffing at the start, consider beginning with your ask/deliverable/due date to the top and then expanding upon the idea with more information towards the end. Composing emails in this format caters to unique personalities simultaneously. Employees who value their time will appreciate your directness and ability to get to the point. Other employees will appreciate that you also included more context, typically those who read emails in their entirety. The former group usually skims information, reading only headers or things that stand out and potentially missing some essential parts. With this adjustment, each employee gets what they need, and your email lands as desired.
3. Make It Nice on the Eye
Have you ever received a text message that requires you to keep scrolling? I can promise that it decreases your interest in reading it at all, often audibly sighing upon seeing the length of the message. Unfortunately, emails are the same way!
To avoid making the reader feel inundated with information and text, utilize your white space. In addition to literally pressing ‘enter’ between thoughts, you can also strategically include headers, bold vital details, or even use highlights. Once you have inserted your headers, re-read your email to eliminate any filler or obsolete words that might muddle the information or be perceived as rambling. Utilizing these techniques helps readers find vital information and serves to refer as an excellent reference point should recipients need to refer to the email to complete a deliverable.
4. Incorporate Multimedia When Possible
We have all heard the saying that a picture speaks a thousand words, but it’s true.
When you can and professionally appropriate, try to insert more visuals to help the readers process the information. Depending on your sector and the content of the email, this may include gifs, pictures, infographics, or graphs. Regardless of the media chosen, it should still be intentional and relevant to the content of the email.
For example, if I were sharing recent assessment data information with team members, I might supplement a written narrative for a graph to help them visualize the growth achieved. Another example, if I am sending an email announcing March Madness drafts, I might include a visual of where the picks will be stored in the staff lounge. Utilizing media within your emails can help support the information you attempt to convey or simply add a joy factor.
5. Delayed Thanks
Our 5th suggestion to write more effective emails might be the best yet least intuitive tip: wait to respond.
When we send out requests for information or favors, our first inclination is to respond thanks when the other person acknowledges it. We do this when someone says they will write a letter of recommendation for us or simply send us the number to their preferred pet spa. We tend to rush to respond to show our appreciation of their future effort and help and avoid seeming rude. However, by delaying your thanks, you are leveraging a compelling follow-up method that is not intrusive or awkward.
The truth is that many of us are busy and always have an endless list of things to do. So even when we are well-intentioned, we might forget to complete the one-off tasks that are asked of us. However, if I agree to do something 3 days later, I receive a “delayed thanks,” which reminds me that I must complete the ask. The delayed thanks strategy allows you to follow up with others without seeming overbearing and annoying.
This week I charge you to be reflective when writing and receiving professional emails. Consider which emails appeal to you and which emails you must later clarify due to loss or confusion of information. Remember, by communicating more efficiently, we can save time to complete other tasks or responsibilities.
Diana Williams, Resume Tailor
