Why Effective Email Necessary ? - Deepstash
Why Effective Email Necessary ?

Why Effective Email Necessary ?

Effective emails can help you reclaim a large portion of your workday, increase your productivity, and improve your chances of getting a reply.

The average worker spends 28 percent of their day reading and answering email, according to a 2012 study by New York City based management consulting firm. Keeping emails brief and to the point can help you reclaim some of this time.

Here are the best emails tips you should use while sending your emails .

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5. Avoid Quotes That Could Be Offensive To Others

More and more you see quotes at the bottom of emails. Some are benign inspirational quotes, such as “Be the best you can be every day,” these are fine" however, avoid quotes with religious meaning, quotes that could be viewed as excluding others, etc. could offend a co-worker, a client, or a vendor, which could result in the loss of productivity and business.

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4. Watch Your Tone

The tone of an email is difficult to assess, but more often than not, the reader will assign a tone, even when one was not intended, so be careful not to craft the email with tone by watching the use of exclamation marks, using inflammatory words, etc.

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2. Cut out excessive details to get a response

Read your email over and take out any superfluous information before you hit send. People who feel a need to tell their life story probably believe their request is on shaky ground in the first place, says Kawasaki. But more information won't get the recipient to take action. "Long emails are either unread or, if they are read, they are unanswered,"

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1. Your Email Should Answer Five Simple Questions

When you write an email, it should provide just enough information to answer these five questions: Who are you? What do you want? Why are you asking me? Why should I do what you're asking? What is the next step?

"This is all an intelligent person needs to know to make a decision"

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3. Shorter emails will help you stay focused

Limiting yourself to five sentences forces you to think in a concise manner, helping you stay focused and save time. Shorter emails also allow the recipient to make a quick decision on what action to take, increasing the likelihood that you'll receive a reply.

If you want to encourage the recipient to reply in a similar fashion, web designer Mike Davidson created five.sentences, a website that explains the philosophy and includes text you can copy and paste into your email

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Subjects With Keywords

The first thing that the recipient of the email sees is the subject line, therefore it is critical that the subject clearly states the purpose of the email and what is needed to be done with it.

Military personnel use these keywords to prioritize and categorize:

  • ACTION - compulsory for the recipient to take action
  • SIGN - requires the signature of the recipient
  • INFO - for informational purposes only, no action required
  • DECISION - requires a decision of the recipient
  • REQUEST - seeks permission or approval
  • COORD - coordination by or with the recipient is needed

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Adopt GTD Methodology in Email

think of every email you get as either something you need to take action on, track, or refer to later. 

Every time you open a conversation, decide right away what to do with it. Don’t postpone and come back to it. You touch it once and move on.

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The value of solid writing skills
  • Being a good writer helps you stand out from the crowd.
  • Repeated writing mistakes affect your reputation and credibility in the future.
  • Your writing is one of the primary mediums in which you will be judged throughout your life.
  • Your writing communicates your thoughts, and it’s important that those thoughts are conveyed in the clearest, most eloquent way possible.

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