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9 Tips On Writing Effective Emails To Get What You Want

9 Tips On Writing Effective Emails To Get What You Want

With billions of emails sent each day, it’s not surprising our emails aren’t having the impact we would like. As a form of communication, they’re fast, convenient and accessible to all, but are they effective? They can be if you are willing to follow some simple rules for writing effective emails.

1. Length matters

Regardless of what you say, size matters. We have all been a recipient of a long email, you know the one that makes you sigh even before you start to read it? Putting too much in an email will get a negative reaction from the outset. Keep your email short. If you have a number of subjects to discuss, consider writing a number of emails. It is easier to respond to and deal with one item at a time rather than bombard a person with an inquisition.

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2. Be clear

Get to the point and get there quickly. Let the person know what the email is about in the first sentence; don’t make him or her wait. Getting to the point quickly will hold interest. If there is an action required by the receiver tell him or her that, if a person is clear about what is required he or she will act more quickly.

3. Optimize subject lines

Writing clear subject lines will assist in the clarity required for effective communications. How can you inform the receiver of the content of your email. Think of your subject line like a headline in a newspaper – you have to grab attention fast. Write a subject that has meaning and don’t be afraid to change a subject line if the initial subject of the email is no longer relevant. If an email is going back and forth and the content and relevance changes, change the subject. If you don’t, the receiver may get confused as to context and misinterpret the email.

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4. Don’t send immediately

If you are sending an important email don’t send it immediately after writing. It is wise to take your time and proof-read your email. Alternatively, get someone else to read it for you. If you are writing about a delicate matter, engage someone else’s opinion to ensure the tone of your email is the tone you intend. And don’t forget to consider if an email is the right form of communication at all.

5. Time it right

Always consider timing. This will depend on the goal of your email. You don’t want to get lost in an overloaded inbox. Monday mornings are busy because people are catching up with the previous week. Friday evenings are risky as people leave early for the weekend. Think about the person receiving the email in relation to your subject, when will it suit hime or her to read your content?

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6. Include relevant information

Remember to include all relevant information and links. If you are asking someone to do something for you and you don’t include the links, the likelihood is he or she won’t bother. I regularly receive emails from people who want me to check out their software or their website and they have forgotten to send me the link to their website. People are time-deficient; make it easy for them.

7. Give and take

Don’t only send emails when you are asking for something. Consider the other person. If I only hear from you when you want something I may not respond so well to your requests. Think how you can help others. If you have clients, send them relevant articles or information when you come across it. Keep yourself fresh in their minds. If you want to sell to someone ask first what you can do for them before you ask them to buy from you. Every relationship involves give and take.

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8. Use [EOM]

If you have a short message to send someone consider using only the subject line and [EOM]. [EOM] short for “End of Message.” If you want to tell someone that you received his or her message or that you are clear about what you have to do you could try the following:
SUBJECT: Got your message, I will take care of it [EOM]
This will save the receiver time by not having to open the email. Every second saved adds up to minutes, hours and days that you could be using to do something else.

9. Manage your emails

If you are a person who is not in control of your emails you will likely find that the emails you send are not getting the response you would like. If you don’t reply to other people in a timely manner they will likely not have the respect for you or for your communications that you would like.

In essence, effective emails, like any form of communication should be clear, concise and courteous. Keep these rules in mind when writing your emails and you can’t go wrong.

Featured photo credit: Laptop Stock Image by ChefMattRock via flickr.com

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How to Be Productive: 11 Ways to Be Productive and Happy at Once

How to Be Productive: 11 Ways to Be Productive and Happy at Once

A lack of productivity leads to a lack of happiness.

When you can’t see yourself making progress or getting things done, you get anxious and become stressful.

There are also tons of things that contribute to unhappiness here too: Facebook notifications, emails, texts, and chatty co-workers are just a small fraction of the disruptions we’re bombarded with. These “little things” can stack up fast and lead to hampering your happiness and productivity levels.

Learn how to be productive with the 11 tips below and reclaim your everyday productivity and your happiness, once and for all.

1. Be happy now

Life is too short. No matter what you’re doing or where you are, be happy now. Start by finding something to be grateful for; everyone has at least one thing to be grateful for.

Most of the world still has trouble getting access to clean drinking water… yhat means you can even be grateful for that bottle of Aquafina you’ve got on your desk right now.

2. Finish your day before it starts

Proper planning is the secret to peak productivity, and it’s also a good idea to set daily goals. Get yourself a planning tool and prioritize your daily tasks with it.

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Here’s a smart technique on planning and prioritization: How to Prioritize Right in 10 Minutes and Work 10X Faster

3. Celebrate the small wins

Every time you check off a task from your to-do list, you release a “happy chemical” in your brain called dopamine. This gives you the motivation to move forward and do even more.

For example, after I finish writing this article and I’ve crossed it off my list of things to do today, I’ll get a nice burst of “happy chemicals” releasing in my brain. The best part? Zero side effects!

Learn from here: How To Celebrate Small Wins To Achieve Big Goals

4. Leverage like there’s no tomorrow

Look for ways to use the good old 80/20 rule by identifying tasks that you might be able to outsource or leverage out to a virtual assistant.

Stop wasting time doing things that don’t challenge you or ignite your passion. Hire out or automate anything and everything within your means.

Check out this guide to find out how to start to delegate: How to Delegate Work (the Definitive Guide for Successful Leaders)

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5. Recharge your batteries

Figure out how many hours of sleep your body needs and make sure you get it. Take time to stretch, walk, or relax—you’ll be glad you did.

Here’re some simple ways to relax completely and get rid of stress.

6. Become an early riser

This is one of the most underused productivity “hacks” on the planet. Ever since I decided to start waking up at 5am every day, my productivity levels and happiness have gone up dramatically.

Most people aren’t up that early, so no one can bother you or disrupt you from what you want to do. Use this time to exercise, meditate, or to get a head start on your day.

Not sure how to wake up earlier? Here are 11 Ways To Become an Early Riser Like Most Successful People Do.

7. Do work you’re passionate about

Make it your goal to blur the line between work and play by doing more things you’re passionate about. This promotes happiness both inside and outside of the workplace.

Find what you’re passionate about and do it, or learn how to enjoy what you do with these tips: How to Enjoy What You Are Doing No Matter What

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8. Use time blocks

For example, when I wrote this article, I gave myself a one hour time block. This prevents unnecessary dilly-dallying like updating your Facebook status and checking email.

Use an app like Alarmed to keep you on track.  Here’s a snapshot of the app from my iPhone.

    9. Avoid interruptions

    Interruptions are among the biggest barriers to both productivity and happiness. Every time you’re interrupted in the middle of a task your level of productivity takes a hit.

    We’ve all been there: you’re fully immersed in an important project until all of a sudden the workplace chatterbox appears out of nowhere and starts talking about stuff that doesn’t matter. By the time she’s gone, you’ve already forgotten where you were and it takes 30 minutes to get back on track.

    Avoid this by letting people know that you’ve got important work that’s got to be done.

    Learn more about how to stay focus in this guide: How to Focus and Maximize Your Productivity (the Definitive Guide)

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    10. Shut down the digital disruptions

    iPhones, mailbox notifications, twitter, facebook, and everything that pops, slides, or fades in and out of your screen has got to go. Shut them down and focus.

    It’s as easy as turning off the notifications or scheduling only a specific time to check all these notifications and texts.

    11. Measure your success

    Every now and then, it’s a good idea to measure your results and see how things are coming along.

    How’s your progress? Are you pacing in the right direction? Are things getting better? Worse? It’s always a good idea to track your progress regularly.

    With an app like Rescue Time, you can easily keep track of the time you spend throughout the day. It helps you to find out how much time you’re really on-task and so you can review your progress.

      With these 11 effective ways to improve productivity, you will get more things done timely and become happier.

      Start small and take up each suggestion one by one, you can boost your productivity and create your happiness too.

      Featured photo credit: Pexels via pexels.com

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