Advertising
Advertising

Do Your Emails Suck? How to Write Emails That Get Results

Do Your Emails Suck? How to Write Emails That Get Results

Read Next

Scroll down to continue reading article
class="bigphoto">
Do Your Emails Suck?

    Feel like a slave to your inbox? Improve your writing and you’ll save plenty of time by eliminating miscommunications and the need for follow-up. Email management productivity tips can only do so much if you don’t know how to write an effective email. That doesn’t mean you have to strive for lyrical prose in every message (though I always welcome lyrical prose in my inbox). The key is to communicate clearly and effectively so that recipients know exactly what they need to do in response and you can avoid endless back-and-forth and time-consuming misunderstandings. The following are some basic guidelines for writing more effective emails:

    • Get to the Point: Every email that you write should have a clear purpose. For example, your purpose may be to deliver key information, to request a follow-up action, or to persuade someone to your point of view. In a well-written email, the purpose is stated early (in the first line of the email if possible) and followed by whatever supporting points that the reader is likely to need. Don’t burden your reader with paragraphs full of non-essential details. Don’t make him try to figure out what it is that you want. If you fail to state your purpose clearly or write long, meandering intros before getting to the point, your email is far more likely to get ignored or filed away for “later” and never looked at again. That means you’ll soon be writing another email.
    • It’s Not About You: Always keep your reader’s point of view in mind. Who is your audience? What do they care about in relation to this message? What details do they need to act on the email? Don’t assume that everybody’s priorities are the same as yours or that everyone has your frame of reference. To get the response you want, communicate what’s in it for the reader and make it as easy as possible to respond.
    • Write a Good Subject Line: Your recipients get a lot of email, including plenty of junk from both spammers and inconsiderate colleagues. Your email will likely be competing for attention in a very busy inbox. Therefore, you will always get a faster response if you take a moment to craft a clear and specific subject line that communicates why your message is important. Think about your subject line as a headline – it should make your recipient want to read more. For example, the subject line “Forms” is far less likely to get a speedy response than “Insurance Forms Due Monday.” And remember, if you’re forwarding or replying to a previous email, it may be worthwhile to change the subject line if you are introducing a new topic or purpose.
    • Don’t Take That Tone with Me! Getting your tone right in an email can be tricky. What you see as direct can be interpreted as insulting. What you consider enthusiasm can be read as pushiness. Nobody is eager to respond to an email with an attitude problem. You may even inadvertently set off a hissy fit, snit, or passive aggressive pout. None of these are conducive to productivity. Read over your email before you press send and think about how it will read. Are there any phrasings that could be misinterpreted? Would a “please” or “thank you” hurt? Of course, there are times when you have to deliver bad news or negative feedback and you can’t avoid a little bit of tone. In those situations, you’re probably better off scheduling a face-to-face meeting or phone call to minimize misunderstandings and give everyone a chance to clear the air.
    • Write Like a Grown-up – When you’re writing a professional email, spelling and grammar really do count. Save your uncapitalized, run-on sentences and your excessive LOLs and !!!s for the American Idol message board. If you want your email to be taken seriously, take a little time to proofread for embarrassing errors. And the same rules apply when you’re emailing from your PDA. People may cut you a little extra slack if they know you’re composing on a tiny keyboard at a stoplight, but that doesn’t mean that it’s okay to write like a grade schooler.
    • Don’t CC the Entire Free World: Think about who REALLY needs to see the message and leave everybody else out of it. Once you get a reputation for reckless CC’ing, your messages are likely to go to the bottom of the priority list.

    More by this author

    How to Prepare for a Layoff Do Your Emails Suck? How to Write Emails That Get Results

    Trending in Communication

    1 How to Live up to Your Full Potential and Succeed in Life 2 Success In Reaching Goals Is Determined By Mindset 3 10 Strategies to Keep Moving Forward When You’re Feeling Extra Stuck 4 Learn the Different Types of Love (and Better Understand Your Partner) 5 Anxiety Coping Mechanisms That Work When You’re Stressed to the Max

    Read Next

    Advertising
    Advertising

    Last Updated on November 15, 2018

    Success In Reaching Goals Is Determined By Mindset

    Success In Reaching Goals Is Determined By Mindset

    What do you think it takes to achieve your goals? Hard work? Lots of actions? While these are paramount to becoming successful in reaching our goals, neither of these are possible without a positive mindset.

    As humans, we naturally tend to lean towards a negative outlook when it comes to our hopes and dreams. We are prone to believing that we have limitations either from within ourselves or from external forces keeping us from truly getting to where we want to be in life. Our tendency to think that we’ll “believe it when we see it” suggests that our mindsets are focused on our goals not really being attainable until they’ve been achieved. The problem with this is that this common mindset fuels our limiting beliefs and shows a lack of faith in ourselves.

    The Success Mindset

    Success in achieving our goals comes down to a ‘success mindset’. Successful mindsets are those focused on victory, based on positive mental attitudes, empowering inclinations and good habits. Acquiring a success mindset is the sure-fire way to dramatically increase your chance to achieve your goals.

    Advertising

    The idea that achieving our goals comes down to our habits and actions is actually a typical type of mindset that misses a crucial point; that our mindset is, in fact, the determiner of our energy and what actions we take. A negative mindset will tend to create negative actions and similarly if we have a mindset that will only set into action once we see ‘proof’ that our goals are achievable, then the road will be much longer and arduous. This is why, instead of thinking “I’ll believe it when I see it”, a success mindset will think “I’ll see it when I believe it.”

    The Placebo Effect and What It Shows Us About The Power of Mindset

    The placebo effect is a perfect example of how mindset really can be powerful. In scientific trials, a group of participants were told they received medication that will heal an ailment but were actually given a sugar pill that does nothing (the placebo). Yet after the trial the participants believed it’s had a positive effect – sometimes even cured their ailment even though nothing has changed. This is the power of mindset.

    How do we apply this to our goals? Well, when we set goals and dreams how often do we really believe they’ll come to fruition? Have absolute faith that they can be achieved? Have a complete unwavering expectation? Most of us don’t because we hold on to negative mindsets and limiting beliefs about ourselves that stop us from fully believing we are capable or that it’s at all possible. We tend to listen to the opinions of others despite them misaligning with our own or bow to societal pressures that make us believe we should think and act a certain way. There are many reasons why we possess these types of mindsets but a success mindset can be achieved.

    Advertising

    How To Create a Success Mindset

    People with success mindsets have a particular way of perceiving things. They have positive outlooks and are able to put faith fully in their ability to succeed. With that in mind, here are a few ways that can turn a negative mindset into a successful one.

    1. A Success Mindset Comes From a Growth Mindset

    How does a mindset even manifest itself? It comes from the way you talk to yourself in the privacy of your own head. Realising this will go a long way towards noticing how you speak to yourself and others around you. If it’s mainly negative language you use when you talk about your goals and aspirations then this is an example of a fixed mindset.

    A negative mindset brings with it a huge number of limiting beliefs. It creates a fixed mindset – one that can’t see beyond it’s own limitations. A growth mindset sees these limitations and looks beyond them – it finds ways to overcome obstacles and believes that this will result in success. When you think of your goal, a fixed mindset may think “what if I fail?” A growth mindset would look at the same goal and think “failures happen but that doesn’t mean I won’t be successful.”

    Advertising

    There’s a lot of power in changing your perspective.

    2. Look For The Successes

    It’s really important to get your mind focused on positive aspects of your goal. Finding inspiration through others can be really uplifting and keep you on track with developing your success mindset; reinforcing your belief that your dreams can be achieved. Find people that you can talk with about how they achieved their goals and seek out and surround yourself with positive people. This is crucial if you’re learning to develop a positive mindset.

    3. Eliminate Negativity

    You can come up against a lot of negativity sometimes either through other people or within yourself. Understanding that other people’s negative opinions are created through their own fears and limiting beliefs will go a long way in sustaining your success mindset. But for a lot of us, negative chatter can come from within and these usually manifest as negative words such as can’t, won’t, shouldn’t. Sometimes, when we think of how we’re going to achieve our goals, statements in our minds come out as negative absolutes: ‘It never works out for me’ or ‘I always fail.’

    Advertising

    When you notice these coming up you need to turn them around with ‘It always works out for me!’ and ‘I never fail!’ The trick is to believe it no matter what’s happened in the past. Remember that every new day is a clean slate and for you to adjust your mindset.

    4. Create a Vision

    Envisioning your end goal and seeing it in your mind is an important trait of a success mindset. Allowing ourselves to imagine our success creates a powerful excitement that shouldn’t be underestimated. When our brain becomes excited at the thought of achieving our goals, we become more committed, work harder towards achieving it and more likely to do whatever it takes to make it happen.

    If this involves creating a vision board that you can look at to remind yourself every day then go for it. Small techniques like this go a long way in sustaining your success mindset and shouldn’t be dismissed.

    An Inspirational Story…

    For centuries experts said that running a mile in under 4 minutes was humanly impossible. On the 6th May 1954, Rodger Bannister did just that. As part of his training, Bannister relentlessly visualised the achievement, believing he could accomplish what everyone said wasn’t possible…and he did it.

    What’s more amazing is that, as soon as Bannister achieved the 4-minute mile, more and more people also achieved it. How was this possible after so many years of no one achieving it? Because in people’s minds it was suddenly possible – once people knew that it was achievable it created a mindset of success and now, after over fifty years since Bannister did the ‘impossible’, his record has been lowered by 17 seconds – the power of the success mindset!

    Read Next