Write emails that get attention
We all drown in emails and it’s natural to deal with the easiest ones first. The best way to write emails that will get the attention of the recipient is to put yourself in there shoes and make their job easier.
If the recipient knows what is required up front the email can be responded to quickly and then deleted. By clearly outlining what the subject matter is and what you want from them, the more likely your email will be read before the other 50 or so in the inbox. They may never get around to answering — or even reading — the rest. It’s your email that matters.
So how do you earn attention? Try these tips:
Make the subject title meaningful
Subject headings that are blank or are generic like ‘Meeting with Toby’, ‘Agenda’ or ‘Paper for Project Rake’ will be overlooked. You want to avoid the reader doing all the work.
When you are asking a Director or Executive to do something, put it in title and tell them what it is, don’t hide it in the body. You are letting the recipient (and their assistant) know what they need to do, what it is relating to.
Examples:
Subject: FOR INPUT// Board paper on Project Rake
Subject: FOR REVIEW// Board meeting agenda – Thursday, 14 July 2020
Subject: FOR INFORMATION// Board meeting schedule – Thursday, 14 July 2020
Subject: FOR APPROVAL// Board meeting minutes – Thursday, 14 July 2020
NB: Using capital letters is seen as shouting if you use them for the complete heading or in the body of the email. Using caps in the above context is similar to using a Bold font. In saying that, don’t over use caps – if the action is not critical to the recipient – you are going to come across as annoying.
The following is also acceptable:
Subject: Board paper on Project Rake – input required
Subject: Board meeting agenda – Thursday, 14 July 2020 – for review
Subject: Board meeting schedule – Thursday, 14 July 2020 – info only
Subject: Board meeting minutes – Thursday, 14 July 2020 – approval required
This way of using subject lines enables the user to sort by the subject title i.e. subject / date / action required.
Forwarding an email trail
Summarise the issues, the context of the conversation and action you are requesting up front. Don’t expect the recipient to ‘read from the bottom’ – it’s a time waster – if you have already read the email put the issues in the first paragraph and give your opinion.
Examples:
Subject: Board paper on Project Rake – supplier costs query
With regard to Project Rake, Bob has raised some valid points on the potential costs of using our current supplier for the overseas component. This may effect the budget outlined in the draft board paper significantly. Details of the discussion are below, I am free for a call from 8.30am tomorrow.
Respond when you have time
Sending an email from a handheld device has become the norm. Receiving a rushed email where it is clear the person is typing whilst walking or talking to someone else is obvious by the brevity, punctuation or sometimes missing the context of the original message completely.
It takes less time to write a clear message the first time around than it does to follow up to explain what you meant to say. Also, consider picking up the phone or walking to someone’s desk/office to have a conversation – you can then follow up with a brief email clarifying the points discussed later. It’s always advisable to get something in writing so you don’t need to rely on your memory months down the track.
Be brief — but not too brief
Long emails won’t get read – they zap your energy. If you do need to write a long email use subject heading in bold so when they to scroll down, they get the gist of the message. If it’s a really long message – put it in an attachment as a well formatted briefing note and use the email as a summary.
If you are giving a project update, for example, supply enough background information to orient the reader. Consider your message from their perspective. They aren’t as immersed in your project as you are, and they probably have many other things going on. So remind them where things stood when you last sent an update, and describe what’s happened since then.
An email that is too brief can seem abrupt and clinical and could imply that you are hiding bad news.
Plot out what happened, and when
A clear beginning, middle, and end will hold your readers’ interest more effectively than jumbled facts with opinions. Organising your thoughts into a coherent narrative will help you get your message across.
Put the one minute rule on your emails
Set up a 1 minute delay for your email. You have a full 60 secs to stop the email from sending – for many reasons – just do it. Delay the delivery of all messages instructions for Outlook.
Copy in only the people who need to know
Include only those who will immediately grasp why they’re on the thread; don’t automatically click on “Reply All.” If an email has been sent to you with a long cc: list, weed out who you need to reply to, or wait. Let the conversation transpire and jump in when you feel you can provide valid input.
Avoid using bcc: (blind copy), unless you are quite sure it’s necessary, it could get you a reputation of being indiscreet.
Quick recap
- Have meaningful key words in the subject title;
- Summarise email trails;
- Pause and think before you reply;
- Font is important, use bold and capitals wisely;
- Automatically delay emails by one minute; and
- Only include those who need to be in the conversation and don’t bcc.