Advertising

9 Tips On Writing Effective Emails To Get What You Want

9 Tips On Writing Effective Emails To Get What You Want
Advertising

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.

Advertising

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.

Advertising

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?

Advertising

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.

Advertising

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.

Advertising

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

More by this author

Ciara Conlon

Productivity coach, speaker, blogger and author of Chaos to Control, a Practical Guide to Getting Things Done

10 Green Tea Benefits and the Best Way to Drink It 7 Wise Ways to Find Focus and Get Things Done 15 Quick and Healthy Snacks to Help You Stick to Your Diet How Mindfulness for Productivity Can Improve Your Focus This Is Why Taking Action Creates Success

Trending in Productivity

1 7 Effective Ways To Motivate Employees in 2021 2 How a Project Management Mindset Boosts Your Productivity 3 5 Values of an Effective Leader 4 How to Motivate People Around You and Inspire Them 5 The Importance of Reminders (And How to Make a Reminder Work)

Read Next

Advertising
Advertising

Last Updated on July 21, 2021

The Importance of Reminders (And How to Make a Reminder Work)

The Importance of Reminders (And How to Make a Reminder Work)
Advertising

No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system.”[1]

A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

Advertising

From Creating Reminders to Building Habits

A habit is any act we engage in automatically without thinking about it.

For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

That quick game Frogger to “loosen you up” before you get working, that always ends up being 6 hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

Advertising

The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

The Wonderful Thing About Triggers — Reminders

A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

Advertising

But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

How to Make a Reminder Works for You

Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

Advertising

Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

More on Building Habits

Featured photo credit: Unsplash via unsplash.com

Advertising

Reference

[1] Getting Things Done: Trusted System

Read Next