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In our fast-paced and digitally saturated world, email has become the de facto mode of communication. Both for our personal and professional life. It’s a tool that, when used effectively, can be a powerful ally in communicating information and boosting productivity, helping us achieve goals and staying connected.
Yet, many of us find ourselves buried in a deluge of emails and struggling to keep up with the constant influx of messages. In the relentless torrent, spam emails and advertisements get mixed in with important information and calls for action, and the critical is mixed up with the mundane. As a result, we are set adrift on a sea of information having to fend for ourselves in shark-infested waters. The solution to many of our problems have become part of the problem.
So how do we fix things and get back to getting things done?
Strangely enough, the key to breaking free from this email overload lies not in reducing the number of emails but in improving the quality of those we send and receive.
As with all forms of communication, effective emailing is about clarity, conciseness, and purpose. It’s about using the tools provided to us to drive actions rather than use them as a platform for endless back-and-forth discussions. By mastering the art of email writing, we can significantly reduce the need for unproductive meetings and time-consuming follow-ups and free up both our calendars and our minds.
Let’s start with the basics. The subject line is your email’s first impression, the gateway to the message below. As such, it should be clear, concise, and accurately reflect the content of the email as a whole. A summation that helps us to understand what is inside and what to expect, and what actions we need to take.
Avoid generic or vague subject lines like “Quick question” or “Follow-up.” Instead, opt for something specific like “Meeting request: Project X status update” or “Action required: Proposal feedback by Friday.” A well-crafted subject line increases the likelihood of your email being opened and read promptly, as well as getting the attention it really deserves.
Once you’ve captured the recipient’s attention with a strong subject line, the content of your email is crucial. The golden rule is to be clear and concise, get to the point quickly. No one has the time to read an excessively longwinded email in these days and while pleasantries are nice, they are but filler.
State your purpose upfront, whether it’s a request, an update, or a question. Avoid unnecessary jargon and overly complex sentence structures. Remember, your goal is to communicate effectively, not to impress with your vocabulary.
Another essential aspect of effective email communication is to be specific. By clearly outlining the action you want the recipient to take we ensure that the necessary steps will be taken. Whether it’s providing feedback by a certain date, approving a document or scheduling a meeting we should be explicit in your expectations. This avoids misunderstandings and reduces the need for follow-up emails, one of the greatest sources of legitimate spam emails.
To help ourselves and further streamline communication, we should consider using email templates for recurring messages. This saves us a lot of time and ensures consistency in our communication. For example, you can create templates for common requests like meeting scheduling or project updates. Clearly being a product of a template, this elevates the somewhat expected long-windedness of a free-flowing email. There is nothing impolite about being effective, especially when using a template as a base.
While email is a powerful tool, it’s not always the best medium for complex discussions or problem-solving. If a matter requires multiple rounds of back-and-forth or involves sensitive information, consider picking up the phone or scheduling a meeting. However, before resorting to a meeting, try to summarize the key points of discussion in an email to ensure everyone is aligned and has the same information. Both excessive meetings and emails are a strain on all of us, so less is more.
Email is a tool, and like any tool and its effectiveness depends on how you use it. If we try, harder than we are today, we can help all of us to declutter our inboxes, understand their contents, and get more done.
