Surprisingly, people use email poorly 

They write long-winded email essays that are ambiguous, and often copy too many people. These sloppy people create more confusion, frustration and rework. In this case, more communication is actually worse.

Take 15 seconds to think before you send

  • What am I trying to say?
  • Am I sending it to the correct audience?
  • What are my expectations?
  • Can I say it more succinctly
  • Finally – is this email even needed?

There are a frightening number of books on email (affiliate link). Seems like an inane topic to buy a book. Apply some common sense, think like an executive, and strive for the greater productivity of everyone – not just yourself.  

Some tips from my 20+ years in the corporate world: 

  1. If you’re just forwarding emails, saying “FYI” or “See below”, you’re just a consulting mailman. At a minimum provide context of the email and action needed. Bigger question, what value are you really adding in this role?
  2. Add value on the email and move the conversation along to 1) a decision 2) clarity 3) end of the email trail. The goal of  your email should be to help everyone efficiently get the work done and STOP EMAILING. Any email that just perpetuates more email is a problem.
  3. Write directly and clearly. Use bullet points. Write as if to a junior high schooler.
  4. I use the phrase “no action required” for everyone who does not need to take action
  5. Make the title clear. All survey creators know that the email title is the most valuable real estate.
  6. Don’t send the email. Call or IM the person if the content is long or has nuance.
  7. Address the email to specific people. Tom – ABC, Billy – XTC, Joan – No action required.
  8. Ask specifically for what is needed.  (i.e., Please review excel and give feedback by 5pm)
  9. Know grammar and usage. Read Strunk and White: Elements of Style (affiliate link).  e.g, = for example, i.e,. = that is to say (hat-tip John in comments).
  10. When possible move the conversation forward. Delegate tasks to the right person (e.g., Jack – seems like you are the right person for this, can you follow up and report out?), or tell people what you plan to do if no one comments or disagrees (hat tip: Doug in comments)
  11. Careful with the REPLY ALL.  Pretend like it costs you $20 every time you do it.
  12. If an email thread is “spinning”; take the time to super-summarize the situation like meeting minutes with background, situation, decisions needed. This will become a “stake in the ground” that all the people will refer to and prevent more “pinging” of emails back/forth.
  13. Develop relationships with the people you work with so you pick up the phone and effectively make decisions without email. As Bain says, become a decision-driven organization here.
  14. Use email as documentation of decisions made – good reference for the future
  15. Have your friend proof-read your emails for clarity before sending to many people
  16. When sending documents (excel, powerpoint etc), explain what’s in the file, and specific things you want reviewed, or done. Do not just send an email with the file. It’s disrespectful.
  17. If you are using email to show that you are busy or productive, it’s sad. As the Marines say, “Don’t go admin.
  18. Be proactive. Follow up on cold-case email discussions and let people know how things turned out. Close the loop and people will love you.
  19. Don’t be an idiot. Assume that any of your emails can be “discoverable” in a lawsuit and read by an attorney.  Same goes with your social media.  (hat tip: Karen on Twitter)
  20. Edit mercilessly. Cut out the fat. Be a judge of your own work. Ask yourself the who, what, why questions below.

Questions to ask before emailing:

Why

Why are you sending this email?  What is the purpose?  Providing information, getting specific feedback, asking for a decision, or just CYA (cover your a@#)?  Depending on the purpose, you may draft the words and structure it differently. In this one HBR study here, email takes up 28% of the average employee’s workday and the average email has only 32 words – basically useless

Why use email? Is this something better handled by slack or by a phone call? Think like a marketing communications planner who has to allocate their marketing budget to print, radio, TV, and internet channels. Each method has it’s benefits and costs.  Should this be an email, phone call, or in-person visit?

Who

Who are you sending this to. Can you leave other people off the email?

Who needs to respond? Is it okay for the most of the people to just be aware and not respond? If so, let them know it’s not urgent, or no action is required.

What, where

What is the critically important to communicate? Put it in the title.  Add bullet points.

What result do you want from the email? Do you want a response? Do you want a decision? Are you asking for anything?  What are next steps?  Is it okay if no one responds?

Where is the next physical meeting? Is this leading to a physical meeting? Are there logistics / meeting details to cover?

When, how

When are you sending the mail? Are you one of those “over-email” people who respond within 2-3 min, clearly showing that you are not a busy person? Are you sending an email in the middle of the night? Are you sending a reply to an EARLIER email in the thread which takes the conversation off course?

How distracting is your email habit to your productivity? HBR has numerous articles on the inefficiency of multi-tasking and poor email habits.

 

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