How many times have you received a response to an email and still don’t get the answers you need? Here are some really simple steps which take 30 Seconds (or less) to better email replies, improve your workflow, and make your communications fierce!
Read What You Wrote.
A lot of us get caught up in the moment and we think that everything we wrote is correct and says what we meant. But does it? Is it clear what you mean when you refer to something as “those”, or “that” ? Simple and concise sentences which repeat the name of things can help clarifying what the email is referring to.
Simply forwarding an email is the same as running past somebody’s desk and throwing papers at them. It really takes just a second to type in a sentence like “Here is the information you need, and attached PDF” or “This is what John is asking below”. That added note will help your recipient understand what to look for in the email you’re forwarding.
Attaching a File of Text?
If you are attaching a Word or PDF file that has just text in it, you’re asking your reader to do more work just to read some text. They now have to open up the file in an application. Just paste that text directly into the body of your email It’s a lot quicker for both you and your reader… Time is money!
How Many Signatures?
Signatures are to be only once in an email. Each time you include your signature in a thread, it makes it that much harder to read the history of the conversation. Having to scroll past dozens of signatures just to find a single sentence/answer again makes people work harder to read what you wrote and are referring to. And yes, it’s not actually “legal” to include those silly legal statements. Seriously.
Include Descriptive Subject.
Most all emails are questions, statements, or some form of information exchange. Typing “??” in a subject makes it impossible to know what the email is about. Just imagine when you need to refer to it in the future; You: “Hey did you get my email?” Recipient: “I got a lot of emails from you, what was the subject?” You: “Um, I forget? Something about a question I had.” So, just include a clear subject so your email has value; Subject: “ABC Ad for Trade Show on June 1st?” Wording email subjects clearly helps both you and your reader stay on topic.
Do you have any tips and techniques which help you get better email replies? Please share them so we can all communicate better. Tweet: @ericrounds.com