Communication channels have been enhanced through technological advances, though this has also resulted in a surge in the amount of data we need to process daily. Those who can track and prioritise flows of information and requests efficiently tend to be more in control of their work lives, and by virtue of this, less stressed. Whilst there are now a variety of digital channels used in the business environment for sharing information, task delegation, or sending basic requests, email remains the primary means.
- Do people respond to your emails in the way you want them to?
- Do they seem to ignore them, or miss important information?
- Are you sure that you're making the best possible impression?
When you compose an email, there are some simple principles that you can follow to ensure that they make a positive impression and get you the response you want.
Subject Lines are Headlines
A newspaper headline has two functions: It gets your attention, and it tells you what the article is about. Email subject lines need to do the same! Use a few well-chosen words so that the recipient knows immediately what the email is about and helps them decide the priority with which to respond.
If your message is one of a regular series of emails, such as a weekly project report, include the date in the subject line. And for a message that needs a response, you might want to include a call to action, such as "Please reply by November 7".
If you make appropriate use of the subject line, you increase the chances that your email will be read, rather than mistaken for spam and deleted without so much as a glance.
Of course, just as it would be ridiculous to publish a newspaper without headlines, never leave the subject line blank.
Example – Inadequate communication
Subject: Meeting
Hi Jim,
I would like to remind you about the meeting we have scheduled next week. Do let me know if you have any questions!
Best wishes,
Mark
This email is an example of inadequate communication for several reasons. Let's focus on the headline. As you can see, it's titled "Meeting".
Why is this an inadequate headline?
Well, there's no information about the meeting. If your calendar is full of meetings, you might even wonder which one Mark is talking about. And there is no clarity about the subject, or when and where the meeting is being held.
What's more, the lack of specific information risks being deleted without being read!
Some essential details are missing. If Jim hasn't heard anything about the meeting, or has completely forgotten about it, he'll have to write back for more information.
Example – Preferable way of communicating
Subject: Reminder of 10am Meeting Sched. 10/05 on PASS Process.
Hi Jim,
I would like to remind you about the meeting we have scheduled for Monday, October 5, at 10:00am. It's being held in conference room A, and we'll be discussing the new PASS Process.
If you have any questions, feel free to get in touch.
Best Wishes,
Mark
The great thing about this headline is that the reader doesn't even have to open the email to get most of the relevant information.
The precise nature of the headline serves as a useful prompt. Every time the reader glanced at their saved emails, they will be reminded about that specific meeting.
Some Tips
- If you do want to put several aspects for attention in an email - perhaps because they relate to the same project - consider presenting each point in a separate, numbered paragraph. This significantly increases the likelihood that they will be addressed.
- As with traditional business letters, each email should be clear and concise, with the purpose of the message detailed in the very first paragraph. Sentences should be kept short and to the point. The body of the email should contain all pertinent information, be direct and informative.
- Using elaborate, complicated business terminology can complicate messages – use basic, point driven language – keep it simple!