10 Tips From Top Managers for Effective E-mail

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    10 Tips for Effective E-mail

    ..Learn to manage your emails so that they dont manage you

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    Learning Outcomes

    At the end of this module, you would be ableto;

    Organize and structure emails effectively

    using the plan, draft and edit process

    Analyze the content of emails, to ensure

    that they are tuned to the needs of the

    reader.

    Follow ten quick tips for successful email

    writing.

    Identify ambiguity in sentences and

    streamline accordingly.

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    Start with Questions

    If my readers were to forget everything else,what is the main message I want them toremember?

    Who exactly are my readers?

    What is my readers primary attitude:receptive, indifferent or resistant?

    Action requested: What do I want my readersto do?

    What are the next steps?

    What are the deadlines?

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    Streamlining SentencesBeing Concise:

    Dont use several words where one will do.

    Dont repeat yourself.

    Use the active voice.

    Use prepositional phrases sparingly.

    Break long sentences into shorter ones.

    Limit your use of and between phrases or clauses.

    In general, sentences should be no more than 15 to 20 words each andparagraphs 6 lines maximum

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    Before and After

    Before: At this point in time, we have not yet decided which action plan wewill put into operation.

    Revised: We have not yet chosen an action.

    Before: In the event of an unexpected accident and you are a witness whosaw the accident, you should file a completed accident report with

    the office of the safety director.

    Revised: If you witness an accident, file an accident report with the safetydirector.

    Before: Managers who are effective give praise to their employees whoare outstanding workers and endeavor to implement motivational

    strategies with subordinates working under them who do not

    perform well.

    Revised: Successful managers praise outstanding employees and try tomotivate poor performers

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    Tip 1Think!

    Think before you write.

    Just because you can send

    information faster than ever

    before, it doesnt mean that

    you should send it.

    Analyze your readers to make

    certain that you are sending a

    message that will be both clear

    and useful.

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    Tip 2 - Accountability

    Remember that you can always deny that you said it.

    But if you write it, you may be held accountable for many, many

    moons.

    You may be surprised to find where your message may end up.

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    Tip 3- Length

    Keep your message concise.

    Remember that the view

    screen in most e-mail

    programs shows only

    approximately one half of a

    hard-copy page.

    Save longer messages and

    formal reports for attachments.

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    Tip 4 - Confidentiality

    Remember that e-mail is notnecessarily confidential.

    Some companies retain theright to monitor employees

    messages.

    Dont send anything youwouldnt be comfortable seeingpublished in your companys

    newsletter.

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    Tip 5Watch your emotions

    Dont attempt to discipline yourreaders.

    It is unprofessional to losecontrol in person

    Losing control on the pages ofpaper usually just makes thesituation worse.

    Dont use e-mails when givingcorrective feedback.

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    Tip 6 - Spamming

    Don't spam your readers.

    Dont send them unnecessary or frivolous messages.

    If you do this, soon theyll quit opening any message from you.

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    Tip 7Using Upper Case

    DONT TYPE IN ALL CAPS! IT

    LOOKS LIKE YOURE

    YELLING AT THE READERS!

    Remember, if you emphasize

    everything, you will have

    emphasized nothing.

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    Tip 8Using Lower Case

    dont type in all lower case.

    if you violate the rules of english grammar and

    usage, you make it difficult for the reader toread.

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    Tip 9Maximize your subject line

    Use the Subject line to get the readers attention.

    Replace vague lines (e.g. Information on XYZ Project or

    "Status Report Q1" ) with better hooks such as Exciting Career

    Opportunity, Serious Problems with the Bonus Calculator , or

    Free Money.

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    Tip 10 - Review

    Take the time to proofread

    your document before you sent

    it.

    Rub the document through

    spell check or grammar check.

    Even simple Typos will make

    you look sloppy and damage

    your professional credibility.

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    Remember

    As with all written communications, your email should be clear andconcise.

    Sentences should be kept short and to the point.

    The subject line must inform the receiver of EXACTLY what theemail is about.

    The purpose of the email must be detailed in the very firstparagraph.

    Make sure you include any call to action you desire.

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    Tone in Business Writing

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    Tone

    Refers to the writers attitude toward the reader and the subject of

    the message.

    Be Confident

    Be Courteous and Sincere

    Use appropriate emphasis and subordination

    Use non discriminatory language

    Stress the benefits to the reader

    Write at an appropriate level of difficulty