Email can be a fast and effective means of communication, if it is used correctly. Unfortunately, people too often send emails that do not convey the importance they wish them to. In an article for InformationWeek, Jonathan Feldman examines some of the most common corporate email mistakes and proposes the solutions to amend them.
The Five Common Problems
- Too many emails
- Utilizing the wrong tool
- Poorly written subject lines
- Too verbose
- Too many CCs
The first problem is pretty obvious: People are sending and receiving too many emails on a daily basis. The simple solution is to reduce the amount of emails sent out. Not only will this reduce the size of your inbox, but you will be saving great lengths of time responding and can redirect that focus onto something of greater value.
Often, people choose to send an email when a phone call would prove to be the best option. When issues are complex and need clarification, a phone call is the fastest and most efficient way to get the information you need.
Subject lines are the “in” you need to persuade the recipient to elect to read your corporate email. Use it! Craft a subject line that conveys “what’s in it for me” subject matter that will get the person intrigued and diving into the content in your email. Likewise, lengthy essays have their time and place, but not in an email correspondence. When emails are short and to the point, they will both be read and increase likelihood of response. Cut to the chase and say what needs to be said!
Lastly, contrary to popular belief, you do not need to CC every person on an email. Cast a small net to the right audience and those who need to know will probably graciously respond. You can read the original article here: http://www.informationweek.com/strategic-cio/email-etiquette-5-ways-to-write-better-corporate-email/a/d-id/1324155