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

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

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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.

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    Last Updated on September 20, 2018

    7 Powerful Questions To Find Out What You Want To Do With Your Life

    7 Powerful Questions To Find Out What You Want To Do With Your Life

    What do I want to do with my life? It’s a question all of us think about at one point or another.

    For some, the answer comes easily. For others, it takes a lifetime to figure out.

    It’s easy to just go through the motions and continue to do what’s comfortable and familiar. But for those of you who seek fulfillment, who want to do more, these questions will help you paint a clearer picture of what you want to do with your life.

    1. What are the things I’m most passionate about?

    The first step to living a more fulfilling life is to think about the things that you’re passionate about.

    What do you love? What fulfills you? What “work” do you do that doesn’t feel like work? Maybe you enjoy writing, maybe you love working with animals or maybe you have a knack for photography.

    The point is, figure out what you love doing, then do more of it.

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    2. What are my greatest accomplishments in life so far?

    Think about your past experiences and the things in your life you’re most proud of.

    How did those accomplishments make you feel? Pretty darn good, right? So why not try and emulate those experiences and feelings?

    If you ran a marathon once and loved the feeling you had afterwards, start training for another one. If your child grew up to be a star athlete or musician because of your teachings, then be a coach or mentor for other kids.

    Continue to do the things that have been most fulfilling for you.

    3. If my life had absolutely no limits, what would I choose to have and what would I choose to do?

    Here’s a cool exercise: Think about what you would do if you had no limits.

    If you had all the money and time in the world, where would you go? What would you do? Who would you spend time with?

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    These answers can help you figure out what you want to do with your life. It doesn’t mean you need millions of dollars to be happy though.

    What it does mean is answering these questions will help you set goals to reach certain milestones and create a path toward happiness and fulfillment. Which leads to our next question …

    4. What are my goals in life?

    Goals are a necessary component to set you up for a happy future. So answer these questions:

    Once you figure out the answers to each of these, you’ll have a much better idea of what you should do with your life.

    5. Whom do I admire most in the world?

    Following the path of successful people can set you up for success.

    Think about the people you respect and admire most. What are their best qualities? Why do you respect them? What can you learn from them?

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    You’re the average of the 5 people you spend the most time with.[1] So don’t waste your time with people who hold you back from achieving your dreams.

    Spend more time with happy, successful, optimistic people and you’ll become one of them.

    6. What do I not like to do?

    An important part of figuring out what you want to do with your life is honestly assessing what you don’t want to do.

    What are the things you despise? What bugs you the most about your current job?

    Maybe you hate meetings even though you sit through 6 hours of them every day. If that’s the case, find a job where you can work more independently.

    The point is, if you want something to change in your life, you need to take action. Which leads to our final question …

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    7. How hard am I willing to work to get what I want?

    Great accomplishments never come easy. If you want to do great things with your life, you’re going to have to make a great effort. That will probably mean putting in more hours the average person, getting outside your comfort zone and learning as much as you can to achieve as much as you can.

    But here’s the cool part: it’s often the journey that is the most fulfilling part. It’s during these seemingly small, insignificant moments that you’ll often find that “aha” moments that helps you answer the question,

    “What do I want to do with my life?”

    So take the first step toward improving your life. You won’t regret it.

    Featured photo credit: Andrew Ly via unsplash.com

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