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How can you use email to support your organization's goals?

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Email is one of the most common and effective tools for communication in any organization. However, not all emails are created equal. How you use email to support your organization's goals depends on several factors, such as your purpose, your audience, your tone, and your language. In this article, you will learn some tips and best practices for writing clear, professional, and engaging emails that align with your organization's mission and values.

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Layon G. Dangelo

Especialista em Planejamento Financeiro & Desenvolvimento de Ecossistemas B2B | Lideran?a em Parcerias Estratégicas e…

1 Know your purpose

Before you write any email, you should have a clear idea of what you want to achieve with it. Do you want to inform, persuade, request, or thank someone? Do you want to share information, ask for feedback, or solve a problem? Your purpose will guide your email structure, content, and tone. For example, if you want to inform your colleagues about a new policy, you might use a simple and direct format with bullet points and a clear subject line. If you want to persuade your boss to approve a project, you might use a more persuasive and detailed format with evidence and a call to action.

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Layon G. Dangelo

Especialista em Planejamento Financeiro & Desenvolvimento de Ecossistemas B2B | Lideran?a em Parcerias Estratégicas e Processos Operacionais | Engenheiro Civil l Foco em Resultados e Cultura Organizacional
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Using email effectively can be a powerful tool to support your organization's goals in several ways: Communicating Updates and Announcements Facilitating Collaboration Providing Support and Resources Promoting Engagement and Participation Managing Relationships with Customers and Stakeholders Driving Action and Conversions Monitoring and Measuring Progress Overall, email can be a versatile and effective tool for supporting various aspects of your organization's goals, from communication and collaboration to engagement and marketing. By leveraging email strategically and purposefully, you can help drive success and contribute to the achievement of overarching organizational objectives.

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Beth Gitahi

Detail-Oriented Administrative Assistant |?? Expert in Office Management, Scheduling, and Efficiency Improvements | Committed to Supporting Team Success with Proactive Problem-Solving Skills
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I use Email serves as a communication tool for internal and external stakeholders. For example, when disseminating important information, updates, and announcements related to organizational goals, projects, and initiatives.

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2 Know your audience

Another factor that affects how you use email to support your organization's goals is your audience. Who are you writing to and what do they need to know? How formal or informal should you be? How much background information or explanation do they need? Your audience will determine your email style, tone, and language. For example, if you are writing to a potential client, you might use a more formal and courteous style, a positive and respectful tone, and a clear and concise language. If you are writing to a close coworker, you might use a more casual and friendly style, a warm and personal tone, and a relaxed and familiar language.

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Anna K?aczyńska, PhD

Agile explorer | Enablement Sales & Scrum Master | PMO & Senior Executive Assistant | Teacher of Polish as a Foreign Language | Ambassador of Company Culture of Work Programme
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Nice ?? & easy ?? Regardless of your audience, email ?? should contain core information and be written in common language: - Nobody wants to read too long messages, so put links ?? to websites, folders, SharePoint to encourage everyone to explore on their own more details, - Remember that your team my operate corporate jargon on daily basis but for customer it will not be understandable nor appropriate - choose your words wisely.

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3 Use appropriate tone and language

One of the most important aspects of using email to support your organization's goals is using appropriate tone and language. Your tone and language reflect your attitude, professionalism, and personality. They also affect how your email is received and perceived by your reader. You want to use a tone and language that match your purpose, audience, and organization's culture. For example, if you are writing to apologize for a mistake, you might use a sincere and humble tone, and a polite and apologetic language. If you are writing to congratulate someone on a success, you might use a enthusiastic and supportive tone, and a positive and complimentary language.

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4 Be clear and concise

Another key element of using email to support your organization's goals is being clear and concise. Your email should communicate your message in a way that is easy to understand and follow. You should avoid unnecessary words, jargon, slang, or abbreviations that might confuse or distract your reader. You should also use short sentences, paragraphs, and headings to organize your email and highlight the main points. You should also proofread your email for spelling, grammar, and punctuation errors that might undermine your credibility and professionalism.

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5 Be engaging and responsive

The final tip for using email to support your organization's goals is being engaging and responsive. Your email should not only convey information, but also build rapport and trust with your reader. You should use a friendly and respectful greeting and closing, and address your reader by name. You should also use a personal and conversational tone, and show interest and appreciation for your reader. You should also respond to your emails promptly and politely, and follow up on any actions or requests that you made or received.

By following these tips and best practices, you can use email to support your organization's goals and create a positive and productive impression with your communication.

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Anna K?aczyńska, PhD

Agile explorer | Enablement Sales & Scrum Master | PMO & Senior Executive Assistant | Teacher of Polish as a Foreign Language | Ambassador of Company Culture of Work Programme
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Start and end your email ?? with friendly greetings. It will shorten the distance between you and your recipient ?? Add ? information that you would love to hear feedback and share more details. Openness and willingness to continue information sharing through a dialogue will encourage your audience to interact with you ?? Put yourself as a SPOC (Single Point of Contact), be ready for an online meeting or a call ?? Encourage recipients to ask questions ??♀? ??♂?

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you use email to support your organization's goals?

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1 Know your purpose

2 Know your audience

3 Use appropriate tone and language

4 Be clear and concise

5 Be engaging and responsive

6 Here’s what else to consider

Administrative Assistance

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How can you use email to support your organization's goals?

1

2

3

4

5

6

1 Know your purpose

2 Know your audience

3 Use appropriate tone and language

4 Be clear and concise

5 Be engaging and responsive

6 Here’s what else to consider

Administrative Assistance

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