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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 May 17, 2019

    This Is What Happens When You Move Out Of the Comfort Zone

    This Is What Happens When You Move Out Of the Comfort Zone

    The pursuit of worthwhile goals is a part of what makes life enjoyable. Being able to set a goal, then see yourself progress towards achieving that goal is an amazing feeling.

    But do you know the biggest obstacle for most people trying to achieve their goals, the silent dream killer that stops people before they ever even get started? That obstacle is the comfort zone, and getting stuck there is bound to derail any efforts you make towards achieving the goals you’ve set for yourself.

    If you want to achieve those goals, you’ll have to break free from your comfort zone. Let’s take a look at how your life will change once you build up the courage to leave your comfort zone.

    What Is the Comfort Zone?

    The comfort zone is defined as “a behavioural state within which a person operates in an anxiety-neutral condition, using a limited set of behaviours to deliver a steady level of performance.”

    What stands out to me the most about that definition is the last part: “using a limited set of behaviours to deliver a steady level of performance.” How many successful people do you know who deliver a steady level of performance?

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    The goal in life is to continually challenge yourself, and continually improve yourself. And in order to do that, you have move out of your comfort zone. But once you do, your life will start to change in ways you could never have imagined. I know because it’s happening right now in my own life.

    Here’s what I’ve learned.

    1. You will be scared

    Leaving your comfort zone isn’t easy. In fact, in can be downright terrifying at times, and that’s okay. It’s perfectly normal to feel a little trepidation when you’re embarking on a journey that forces you to try new things.

    So don’t freak out or get overwhelmed when you feel yourself getting a little scared. It’s perfectly normal and all part of the process. What’s important is that you don’t let that fear hold you back. You must continue to take action in the face of fear.

    That’s what separates winners from losers.

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    2. You will fail

    Stepping out of your comfort zone means you’re moving into uncharted territory. You’re trying things that you’ve never tried before, and learning things you’ve never learned before.

    That steep learning curve means you’re not going to get everything right the first time, and you will eventually fail when you move out of your comfort zone. But as long as the failures aren’t catastrophic, it can actually be a good thing to fail because …

    3. You will learn

    Failure is the best teacher. I’ve learned more from each one of my failures than I have from each one of my successes. When you fail small, and fail often, you rapidly increase the rate at which you learn new insights and skills. And that new knowledge, if applied correctly, will eventually lead to your success.

    4. You will see yourself in a different way

    Once you move out of your comfort zone, you immediately prove to yourself that you’re capable of achieving more than you thought was possible. And that will change the way you see yourself.

    Moving forward, you’ll have more confidence in yourself whenever you step out of your comfort zone, and that increased confidence will make it more likely that you continue to step outside your comfort zone. And each time you do, you’ll prove to yourself again and again what you’re really capable of.

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    5. Your peers will see you in a different way

    Whether we want to admit or not, people judge other people. And right now, people view you in a certain way, and they have a certain idea of what you’re capable of. That’s because they’ve become accustomed to seeing you operate in your comfort zone.

    But once you move out of your comfort zone, you’ll prove to other people, as well, that you’re capable of much more than you’ve shown in the past.

    The increased confidence other people place in you will bring about more opportunities than ever before.

    6. Your comfort zone will expand

    The good thing about the comfort zone is that it’s flexible and malleable. With each action you take outside of your comfort zone, it expands. And once you master that new skill or action, it eventually becomes part of your comfort zone.

    This is great news for you because it means that you can constantly increase and improve upon the behaviors that you’re comfortable with. And the more tools and skills you have at your disposal, the easier it will be to achieve your goals.

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    7. You will increase your concentration and focus

    When you’re living inside of your comfort zone, the bulk of your actions are habitual: automatic, subconscious, and requiring limited focus.

    But once you move out of your comfort zone, you no longer rely on those habitual responses. You’re forced to concentrate and focus on the new action in a way you never do in your comfort zone.

    8. You will develop new skills

    Moving out of your comfort zone requires that you develop new skills. One of the many benefits you’ll experience is that you’ll be stepping away from the “limited set of behaviors” and start to develop your ability and expertise in new areas.

    Living inside of your comfort zone only requires a limited skill set, and those skills won’t contribute much to your success. Once you can confidently step outside of your comfort zone and learn a new skill, there’s no limit to how much you can achieve.

    9. You will achieve more than before

    With everything that happens once you move out of your comfort zone, you’re naturally going to achieve more than ever before.

    Your increased concentration and focus will help you develop new skills. Those new skills will change the way you see yourself, encouraging you to step even further out of your comfort zone.

    Featured photo credit: Josef Grunig via farm3.staticflickr.com

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