Email is a common, efficient way of communicating a message quickly to a lot of people. That doesn’t mean that people do it right. If you rely on email to communicate, consider the following:
1) One Screen Or Less. Most readers will scout an entire message before reading it to see how long it is. If it is perceived as “too long”, readers will scan your message rather than reading it, thereby potentially missing key components. Edit yourself, and remove out extra words and non pertient info.
2) Use Bullet Points. Studies have repeatedly shown that when people read messages off of computer screen, they tend to retain more information when it is listed in bullet points than in long paragraphs.
3) Use Your Subject Line. The subject line is your headline. If it is not interesting, it won’t get read. It should tell them exactly what they are about to read, much like an introduction to a longer document. Consider using the “subject+verb+object” format. For example, “Guest Speaker Changed” could be replaced with, “Guest Speaker Ron Lewis Added to April 7 Agenda,” in the subject line.
4) Use “Reply To All” Sparingly. Does your message REALLY need to be heard by everyone? Unless it is clearly a brainstorming email chain that has been started, you can usually only reply to the original sender. Otherwise, you’re just grabbing a microphone and adding clutter to other in boxes.
5) Spell Check Your Emails. It takes an additional 30 seconds. Or less.
6) If Using A Wireless Device, Let People Know. Make sure you include a tagline or signature line that says you are using a wireless device. This will help explain the nature of your short, terse message, and help to avoid the appearance of rudeness. Additionally, go ahead and learn how to change the DEFAULT signature line. If you use the line that came with your device (with the marketing message on there) it can detract from your message. If you are in a technology industry, it can actually demonstrate incompetence or lack of caring if you can’t even change a simple signature line.
7) Only Words. You lose the ability to alter messages with tone of voice and body language, which, according to a UCLA study, is only about 7% of the message when delivered in person. This means that in an email, your recipient has to “fill in” the other 93%. If they had only seen your smile, or heard your voice, it is possible the message could be perceived entirely differently, for better or worse. In some cases, an in person conversation is still going to be better. Consider both your words and your message carefully.
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