E-mail Effectiveness Tips From TrainingNerd

Here are three things I have learned that can make e-mail more effective:

1) Make the subject line work for you

a. Make sure that you include the action you are requesting and the main topic (or subject) of the message in your subject line. After a person reads the subject line, they should know exactly what the message is about and whether they will need to respond or follow up. It is kind of like people are asking themselves, "Will I get fired if I ignore this message."

b. For example, if you need to send people information regarding a new policy you could have a subject line like this: "FYI: New Corporate Sick Leave Policy" (keep in mind "FYI" may not translate into other cultures).

c. Alternatively, if I need to get information from someone about his or her progress on a project I could use a subject line such as, "Response Requested: Code Review Project Status."

d. Unlearn the idea that the subject line is called the subject line, in your mind think of it as the expectations line. This is your one chance to set the expectations you have for the recipient.

2) Make your message as short and clear as possible

a. When you are trying to gather information or ask questions, a shorter message with fewer topics will be easier to understand.

b. If possible, communicate only one idea in each e-mail, this makes each of your questions or issues a separate action item. Think GTD.

c. If you are sending information such as a policy to a large group of people, it is best if your e-mail is only a summary of the information that points the recipient to the source such as a corporate policy website. Make sure the message indicates the most appropriate method to ask questions, this will keep your inbox from being flooded.

d. Ask yourself if e-mail is the most appropriate way to accomplish the task, there may be some better method.

e. Get a friend to proof any message you are sending to more than 5 people.

3) Send the message only to the appropriate people

a. Unnecessary e-mail wastes time and money. This also demonstrates how important it can be to spell check your message and check it for clarity before you hit the send button. A 5-minute e-mail to only a 500 employee staff equates to over a 41-hour chunk of company time for your message. Imagine if you forgot to include an important attachment or some key piece of information and you silly mistake turns it into a 6-minute message, there goes another 8-hours of company time.

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