The 30 Second Email

What exactly is a "30 second email"? Is it the ability to crank out emails in 30 seconds or less? No! As a leader, we should be thinking of others first (the results will always follow).

So here’s how I define “The 30 Second email”:

An email intentionally and thoughtfully composed so recipients can read, digest, and decide on a course of action within 30 seconds.

If it can't be read and decided on in 30 seconds, should it really be an email?! Instead, consider a phone call in place of a complex or lengthy email.

For reference, it took me 30 seconds to read this intro and the 'Why?' section below.

But, Why?

Focus. This may seem obvious. But it's not always easy to do!

Composing an email with a 30 second read/digest/act time frame in mind forces me to write an email that is concise and focused. Basically, I make it easier for the recipient to have what they need and to know what action I expect.

Focus creates effectiveness, efficiency, productivity, and understanding. This is true for me as well as the recipients. The extra time to create a 30 second email pays for itself. A poorly worded, unfocused email causes back and forth emails, phone calls and possibly meetings. Who doesn't want to avoid that?!

More Importantly, How?

There are three key behaviors: be mindful of feelings, audience, and content. An awareness in these three areas make the "30 second email" possible.

1) Be Mindful of My Feelings and Circumstances

Pause. Before composing or replying to an email, I allow myself a few seconds to consider my current feelings about the topic, the recipient(s), and the circumstances surrounding this email. This isn't analysis; this is simply awareness!

Consider how my feelings will impact my message. I may decide not to even send an email. I could also decide an IM or phone conversation would be more appropriate. The other options are to 'sleep on it' (the 24 hour rule) or seek a trusted person's advice, or both!

2) Be Mindful of My Audience

Consider the personality or mood my audience, if possible. Is it possible their feelings may mirror mine? Or are their feelings completely opposite from mine? Do I even know their feelings on the topic? Do I know their personality or work style? I must tailor my response appropriately. If they like short, high level emails make sure that's what I send. If I feel more detail is needed, start with the high level. Then briefly explain why some more detail would help and put the detail at the end of the message. If I know someone doesn't agree with something, I can acknowledge the disagreement and seek a middle ground.

Consider their knowledge of the subject. If the subject is technical but the audience is not tech savvy, or I'm just not sure, think of who I know and write it for them. For example, if I need to write something technical, it helps me to write as if I'm writing it to my wife who is not technical.

Think in terms of 'Minimum Necessary'. What's the minimum the recipient must know in order to act on my email? Anything else is extra time they spend reading. That extra material could also create confusion. And confusion destroys focus.

3) Be Mindful of Content

Create a great subject to summarize the email. The point of the subject is to summarize what the recipient can expect to find in the body of the email. It also makes emails easier to find when searching for a specific email. You can even turn the subject into the message if it's only one sentence. Don't forget to use tags. For example: "Cancel our Sales Meeting tomorrow @ 9AM [eom]", where [eom] means 'end of message'. The reader knows not to bother opening the email to read it.

Practice Plain Language. This makes it easier to read and makes content more concise. The result is less confusion and more focus. A quick example: use active not passive voice. So instead of "This needs to be documented", write "Ken, please document this...". There are lots of resources for learning Plain Language. You can start with The Center for Plain Language resources:?5 Steps to Plain Language ?&?Templates, Tools and Training . Or check out the U.S. government's?Plain Language Action and Information Network (PLAIN) .

Use links to documents and to other sites. Avoid attachments as much as possible. No need to use up recipients' mailbox quota for something that is stored somewhere else and accessible via a link. Email software isn't designed to be a file manager!

Set expectations for action and time frame. Don't just give information, provide the action this information requires. Also include a requested by date . Set appropriate expectations to avoid confusion and potentially negative feelings on both sides. I try not to send emails that have no action. For example: forwarding an email and saying "FYI". Instead, state the requested action, such as "Please review and provide feedback by..."

Reread at least twice before clicking Send. Check for tone. Check for understanding. Check for misspellings and grammar. Check for plain language. If the message is critical or has a significant monetary or compliance impact to the company, have your manager or another trusted person review it.

Reflection/Feedback

• Is a "30 Second Email" doable?
• What are some other ways you create focused emails that are easy to read, digest, and act on?
• Can you think of how you might apply this ‘30 Second’ principle to other communication methods/tools?

???Read this, and more, on my?Substack publication ???