The Art of Clear Communication: Crafting Effective Emails

After analyzing some email usage data for one of my larger clients, we discovered that company email volumes were doubling every two years. This startling finding validated workers’ feelings of increased frustration with email. Have you found that the larger your email inbox, the higher your stress level?

My next three newsletters will be devoted to tips on enhancing your email skills -- practical ideas you can use immediately.

Today's focus is on creating a more effective email. Other areas -- reducing incoming volume and organizing emails received -- will follow in subsequent weeks.

Listed below are some of my best tips for writing emails that generate results, not just replies…

Create a descriptive subject line

Example: Sales Process Redesign Meeting mm/dd/yyyy – summary and next steps

Make email clear, concise and short

Name names. Get to the point quickly. Use bullet points to help with readability.

Make the call – by phone

At times a phone call works best to resolve a matter. Sensitive subjects, complex information, or brainstorming solutions may be handled with one quick call.

Limit the recipients

Only CC: people who have a clear, detailed interest in the topic being discussed. Avoid “Reply to All” unless necessary.

Make "Action Requested" clear and prominent

Example: Action Requested -- Please send the budget update no later than 3pm Friday, July 24th. If this is not possible, I need to know by Monday, July 5th.

Reread email before hitting send

Pay attention to tone, grammar and punctuation. They reflect on you and your company. Anticipate recipients' questions to avoid follow-up emails.

Use a professional signature

Provide basic contact information (including your email address). Avoid graphics or quotes not directly relevant to your company or job.

Recycle well-written emails

Save and reuse the emails you've spent time and effort writing. In Outlook, you can make multiple signatures and/or Quick Parts to save your beloved verbiage.

Well-crafted emails by reduce the amount of back and forth communication and the amount of time you spend managing email. Try one or two of these easy tips and see how they work for you.