It’s not just what you say but how you say it.
In today’s 24/7 connected environment, the amount of information we’re forced to process at any given point is higher than it’s ever been. That’s why it’s more important now than ever to communicate effectively.
For a great start, focus on your work emails first. Here are a few ways to write better emails.
1. Make your subject line relevant.
Creating a subject line that speaks to the content of the email is helpful for both the recipient and yourself. The recipient gets to have a bit of context right up front (if they see something like “Hi Michelle” they might just ignore it or forget it even came through), but it will also help you as you search for relevant email strings later (having 100 emails that have a subject line of “Hi Michelle” won’t be very helpful).
2. Make your ask up front.
After starting with a warm greeting, be sure to get right to the point. Instead of explaining the details around your ask (i.e. – “So as you know we’re working on x, x, and x. Last week we met with y and z. This week we’re talking to a and b, yadda yadda yadda”), get right to the point. Start your first paragraph with the actual ask (i.e. “Please review the attached document.” or “Would you be able to call in to the conference call tomorrow at 4PM?”). You can offer context and details immediately after, but it’s helpful for someone to know what you’re asking right up front without having to dig through multiple paragraphs.
3. Don’t say “Whenever works for you” without providing some distinct time frame.
You may think you’re being kind, but you’re actually just creating more work for the recipient by asking to meet or have a call “whenever works for you.” Ask for specific time windows (i.e. – “next Monday or Tuesday after 11AM EST”) so that someone can quickly check their calendar for those two dates in isolation. You’re bound to get a faster response.
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4. Use emojis sparingly.
A well-used emoji can be a bonus in an email, but an emoji after every sentence can read just plain annoying. Be smart about how many emojis you’re using, and always keep things positive – no one wants to be on the receiving end of an angry face.
5. Don’t CC someone unless necessary.
We all get enough email. If your coworkers should know about a situation, it might be easier to forward them something directly than copy them into a long chain. Every situation is different; think about how you’d prefer someone to inform you, and use your best judgment.
6. Always include a phone number when arranging a call or meeting (or in your email signature, if you are comfortable with that).
One of the most frustrating situations is where you’re about to hop on a call and realize you don’t have someone’s number. Make sure that in any discussion about setting up a meeting you provide your number early on. If you feel comfortable enough, it’s probably easiest to include your phone number in your signature.
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7. Don’t be a robot.
Have some personality! Use an excited exclamation point or a smiley face here and there. Make someone laugh by referring to a happy moment or conversation you shared. Your email should make someone feel they *want* to respond, not *need* to respond.
