I hate writing emails. Perhaps I am too open and you are feeling dramatic. Your feeling is absolutely true - everybody have accepted email as a necessary evil and an obligatory form of communication. there's too much of it -- more 205 billion (that's with a capital B) emails are sent per day - and it's too easy to lose track of communication, notes, attachments, and reminders. Emails involve writing, writing good involves practice and practice involves actual work. Yes, email has always been an art and it takes a lot of practice to master it. What is so easy then about grasping the art of email writing? It's the tons of resource and helpful tips that are there in this vast internet landscape. If you’re stressing out over that past due client request or the typo in the recent email to your boss, wipe those tears and be prepared to take some notes. 8 easy tips for mastering email writing.
1) Respond within 24 hours Whether it’s a quick response, or you need time to think it over, get in the habit of quickly responding to emails.A recent study by MailTime found that though 52% of people who send a work-related email expect a reply within 12-24 hours, nearly 60% wait at least two days to reply. Need time to think of a good response? No problem. Reply and let them know you’re aware of the request and are looking into it. [I try to add the Work In Progress tag line or the image if possible]. Try to use tools within your email software (Gmail’s Boomerang, Right Inbox, SndLatr, ScheduledSend for outlook etc.) to schedule the email to be sent back to you within a specific time frame so that you don't lose track of the need for a response. 2) Keep the mail short “The most valuable of all talents is that of never using two words when one will do." — Thomas Jefferson It has been said a lot in the last 2000 years and I am not saying anything new here - கண்டேன் சீதையை [ Kandaen Seethaiyai ]. One of the first lessons of email writing in work place is to give the gist of the message within the first 2 lines. The details can follow later. In Ramayana, Hanuman did not want Lord Rama to even wait for a split second so he said Kandaen first then Seethaiyai. I could not find any other apt story line to emphasize this point. 3) Copy, Paste and Repeat My friend who is an account manager in day and a voracious blogger by night has to write a ridiculous amount of emails. He used to be writing all of them from scratch and then one day he discovered Google's canned responses . The more he started using email templates, the more he could gain on his wasted time. We also can use a lot of email templates for standard replies to save time and also create a good impression for the receiver of the information. 4) Avoid porr speling and grammmer We are human and prone to errors. I placed the heading intentionally to convey that there kinds of error spoil the entire content. The truth is that these mistakes will be judged differently by the recipient of the mail to an extent of jeopardizing your credibility and trust. Even more worst than the clients, recipients getting unsettled by the mistake, the greatest damage comes from your boss. The good news is that there are many in-built tools to repair the grammar and spelling mistakes. One tool which I now use for the web is Grammarly help you avoid these minor mishaps which helps in correcting typo and spellings on the web and mail. 5) STOP YELLING!!! All CAPS and exclamation means only one of the 2 things - either you are MAD or EXCITED. Unfortunately it's very easy to misconstrue the mood while reading. So the next time when you are conveying any emotions like THANK YOU!! or Hi!! ask yourself if the punctuation are doing the intended word's job. For this sole reason I refrain from using them even when I feel like to. If you still want to the follow this flow chart to help you arrive at the decision. 6) Define Action Items Imagine that you received a lengthy mail and you spent more than 15 minutes reading it and then thinking "What am I supposed to do here?" People are busy and they never have interest to read long mails. They need to move fast and get things done, with Agile process kicked in. So the only way out is it to clearly BOLD the phrases of important content and have a separate line item for Actions and clearly convey the expectations from each action. 7) Be Proactive I know the word proactive has been abused for a long time but in this point it is the need of the hour. Email ping-pongs will flood your inbox very soon. When you are composing a mail or sending a reply, be proactive and anticipate questions and queries that may arise and put them inside the body. This reduces a lot of back-and-forth conversation to a minimum. Tim Ferriss, author of The Four Hour Work Week, suggests using “if … then” statements to reduce this. For example, a meeting request with “Can we meet at 4:00?” would become “Can we meet at 4:00? If not, please advise three other time slots that work for you.” The idea is simple, but as Ferriss notes, it’s about turning it into a regular habit to reap the benefits of efficiency. 8) Having the last word Remember the walkie-talkie conversations? "Roger that". "Copy". "10-4". "Roger Over" were used by the police and military since early 50s for received message. So why shouldn’t this same practice be used in modern-day business? However you wish to say it, having the last word in an email tells the other recipients that you’ve received their message. Like I mentioned earlier, people sweat the small stuff, so don’t leave the sender waiting and wondering if you’ve received and understood his message. Whether it’s a “received” confirmation for an attachment or writing a response such as “it’s my pleasure” or “thank you,” have the last word. Practicing this habit keeps everything in check, re-assuring the client that you’re on top of it. As a practice to have the last word let's start now - can you leave an acknowledgment that you have received my information either by posting a COMMENT, pressing the LIKE button or better SHARE this blog to your friends circle. "Over and Out"
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AuthorVasudevan is a Leadership Mentor and an Executive coach. I run an online website geared towards helping creative entrepreneurs and future managers to build their dreams. Archives
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