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 Get Motivated and Be Happy Every Day When You Wake Up 2 How to Start Over and Reboot Your Life When It Seems Too Late 3 7 Questions to Ask in a Job Interview That Will Impress the Interviewer 4 If You Think You’re in an Unhappy Marriage, Remember These 5 Things 5 7 Practical Ways to Change Your Thinking and Change Your Life

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on March 14, 2019

    7 Questions to Ask in a Job Interview That Will Impress the Interviewer

    7 Questions to Ask in a Job Interview That Will Impress the Interviewer

    Recruiters might hold thousands of interviews in their careers and a lot of them are reporting the same thing—that most candidates play it safe with the questions they ask, or have no questions to ask in a job interview at all.

    For job applicants, this approach is crazy! This is a job that you’re going to dedicate a lot of hours to and that might have a huge impact on your future career. Don’t throw away the chance to figure out if the position is perfect for you.

    Here are 7 killer questions to ask in a job interview that will both impress your counterpart and give you some really useful insights into whether this job will be a dream … or a nightmare.

    1. What are some challenges I might come up against this role?

    A lesser candidate might ask, “what does a typical day look like in this role?” While this is a perfectly reasonable question to ask in an interview, focusing on potential challenges takes you much further because it indicates that you already are visualizing yourself in the role.

    It’s impressive because it shows that you are not afraid of challenges, and you are prepared to strategize a game plan upfront to make sure you succeed if you get the job.

    It can also open up a conversation about how you’ve solved problems in the past which can be a reassuring exercise for both you and the hiring manager.

    How it helps you:

    If you ask the interviewer to describe a typical day, you may get a vibrant picture of all the lovely things you’ll get to do in this job and all the lovely people you’ll get to do them with.

    Asking about potential roadblocks means you hear the other side of the story—dysfunctional teams, internal politics, difficult clients, bootstrap budgets and so on. This can help you decide if you’re up for the challenge or whether, for the sake of your sanity, you should respectfully decline the job offer.

    2. What are the qualities of really successful people in this role?

    Employers don’t want to hire someone who goes through the motions; they want to hire someone who will excel.

    Asking this question shows that you care about success, too. How could they not hire you with a dragon-slayer attitude like that?

    Advertising

    How it helps you:

    Interviewers hire people who are great people to work with, but the definition of “great people” differs from person to person.

    Does this company hire and promote people with a specific attitude, approach, worth ethic or communication style? Are the most successful people in this role strong extroverts who love to talk and socialize when you are studious and reserved? Does the company reward those who work insane hours when you’re happiest in a more relaxed environment?

    If so, then this may not be the right match for you.

    Whatever the answer is, you can decide whether you have what it takes for the manager to be happy with your performance in this role. And if the interviewer has no idea what success looks like for this position, this is a sign to proceed with extreme caution.

    3. From the research I did on your company, I noticed the culture really supports XYZ. Can you tell me more about that element of the culture and how it impacts this job role?

    Of course, you could just ask “what is the culture like here? ” but then you would miss a great opportunity to show that you’ve done your research!

    Interviewers give BIG bonus point to those who read up and pay attention, and you’ve just pointed out that (a) you’re diligent in your research (b) you care about the company culture and (c) you’re committed to finding a great cultural fit.

    How it helps you:

    This question is so useful because it lets you pick an element of the culture that you really care about and that will have the most impact on whether you are happy with the organization.

    For example, if training and development is important to you, then you need to know what’s on offer so you don’t end up in a dead-end job with no learning opportunities.

    Companies often talk a good talk, and their press releases may be full of shiny CSR initiatives and all the headline-grabbing diversity programs they’re putting in place. This is your opportunity to look under the hood and see if the company lives its values on the ground.

    Advertising

    A company that says it is committed to doing the right thing by customers should not judge success by the number of up-sells an employee makes, for instance. Look for consistency, so you aren’t in for a culture shock after you start.

    4. What is the promotion path for this role, and how would my performance on that path be measured?

    To be clear, you are not asking when you will get promoted. Don’t go there—it’s presumptuous, and it indicates that you think you are better than the role you have applied for.

    A career-minded candidate, on the other hand, usually has a plan that she’s working towards. This question shows you have a great drive toward growth and advancement and an intention to stick with the company beyond your current state.

    How it helps you:

    One word: hierarchy.

    All organizations have levels of work and authority—executives, upper managers, line managers, the workforce, and so on. Understanding the hierarchical structure gives you power, because you can decide if you can work within it and are capable of climbing through its ranks, or whether it will be endlessly frustrating to you.

    In a traditional pyramid hierarchy, for example, the people at the bottom tend to have very little autonomy to make decisions. This gets better as you rise up through the pyramid, but even middle managers have little power to create policy; they are more concerned with enforcing the rules the top leaders make.

    If having a high degree of autonomy and accountability is important to you, you may do better in a flat hierarchy where work teams can design their own way of achieving the corporate goals.

    5. What’s the most important thing the successful candidate could accomplish in their first 3 months/6 months/year?

    Of all the questions to ask in a job interview, this one is impressive because it shows that you identify with and want to be a successful performer, and not just an average one.

    Here, you’re drilling down into what the company needs, and needs quite urgently, proving that you’re all about adding value to the organization and not just about what’s in it for you.

    How it helps you:

    Advertising

    Most job descriptions come with 8, 10 or 12 different job responsibilities and a lot of them with be boilerplate or responsibilities that someone in HR thinks are associated with this role. This question gives you a better sense of which responsibilities are the most important—and they may not be what initially attracted you to the role.

    If you like the idea of training juniors, for example, but success is judged purely on your sales figures, then is this really the job you thought you were applying for?

    This question will also give you an idea of what kind of learning curve you’re expected to have and whether you’ll get any ramp-up time before getting down to business. If you’re the type of person who likes to jump right in and get things done, for instance, you may not be thrilled to hear that you’re going to spend the first three months shadowing a peer.

    6. What do you like about working here?

    This simple question is all about building rapport with the interviewer. People like to talk about themselves, and the interviewer will be flattered that you’re interested in her opinions.

    Hopefully, you’ll find some great connection points that the two of you share. What similar things drive you head into the office each day? How will you fit into the culture?

    How it helps you:

    You can learn a lot from this question. Someone who genuinely enjoys his job will be able to list several things they like, and their answers will sound passionate and sincere. If not….well, you might consider that a red flag.

    Since you potentially can learn a lot about the company culture from this question, it’s a good idea to figure out upfront what’s important to you. Maybe you’re looking for a hands-off boss who values independent thought and creativity? Maybe you work better in environments that move at a rapid, exciting pace?

    Whatever’s important to you, listen carefully and see if you can find any common ground.

    7. Based on this interview, do you have any questions or concerns about my qualifications for the role?

    What a great closing question to ask in a job interview! It shows that you’re not afraid of feedback—in fact, you are inviting it. Not being able to take criticism is a red flag for employers, who need to know that you’ll act on any “coaching moments” with a good heart.

    As a bonus, asking this question shows that you are really interested in the position and wish to clear up anything that may be holding the company back from hiring you.

    Advertising

    How it helps you:

    What a devious beast this question is! On the surface, it looks straightforward, but it’s actually giving you four key pieces of information.

    First, is the manager capable of giving you feedback when put on the spot like this? Some managers are scared of giving feedback, or don’t think it’s important enough to bother outside of a formal performance appraisal. Do you want to work for a boss like that? How will you improve if no one is telling you what you did wrong?

    Second, can the manager give feedback in a constructive way without being too pillowy or too confrontational? It’s unfair to expect the interviewer to have figured out your preferred way of receiving feedback in the space of an interview, but if she come back with a machine-gun fire of shortcomings or one of those corporate feedback “sandwiches” (the doozy slipped between two slices of compliment), then you need to ask yourself, can you work with someone who gives feedback like that?

    Third, you get to learn the things the hiring manager is concerned about before you leave the interview. This gives you the chance to make a final, tailored sales pitch so you can convince the interviewer that she should not be worried about those things.

    Fourth, you get to learn the things the hiring manager is concerned about period. If turnover is keeping him up at night, then your frequent job hopping might get a lot of additional scrutiny. If he’s facing some issues with conflict or communication, then he might raise concerns regarding your performance in this area.

    Listen carefully: the concerns that are being raised about you might actually be a proxy for problems in the wider organization.

    Making Your Interview Work for You

    Interviews are a two-way street. While it is important to differentiate yourself from every other candidate, understand that convincing the interviewer you’re the right person for the role goes hand-in-hand with figuring out if the job is the right fit for you.

    Would you feel happy in a work environment where the people, priorities, culture and management style were completely at odds with the way you work? Didn’t think so!

    More Resources About Job Interviews

    Featured photo credit: Amy Hirschi via unsplash.com

    Read Next