About 28 percent of the average workweek is spent dealing with sending and reading emails, according to the McKinsey Global Institute. With so much time and energy spent on emailing at work, keeping in mind modern etiquette will increase your effectiveness.
Purpose. Begin with the end in mind. Determine what outcome you would like before you write an email. Are you trying to build consensus? Do you need to set up a meeting? Are you trying to establish rapport? The primary reason or highest-priority desired outcome will warrant different subject lines, layout, tone, font choice, recipients, etc. Starting with the end in mind sets you on the path of clarity of purpose.
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Subject. Once you know the result you are after, next comes the strategic subject line. Do not miss the opportunity to capture the reader’s attention as well as get them in the right frame of mind. For example, let’s say you are sending an email to a new contact who doesn’t know you, but was referred to you by a mutual connection. A common subject line might read “Introduction to Acme Services.” However, you are way more likely to get your email opened with a subject of “Referral from the Really Impressive Contact We Share (Barbara Johnson),” for example. By including the referral source in the subject, you have moved from a stranger to a higher priority.
To address time-sensitive issues by email, try starting with a subject of “Sales Report — Time Sensitive Response Requested” or “Business Review Meeting — Response Requested by 10/24/16.” This is a tactic to use only with people who are expected to respond to you — but may have a lag in responding or your message may get buried with other non-urgent emails. This would not be used if you were trying to reach a sales prospect — since your timing is irrelevant for them unless there is a huge cost savings if someone responds by a certain date.
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If you have multiple things that you need to communicate or require the reader’s response, a subject of “3 Questions Regarding the Miller Account” or “2 Updates Regarding the Sidney Proposal” is very effective. When you include the number of items that will be covered, the reader can make a better estimate of the time and effort required. Skimmers or people who read the first paragraph on their phones and typically respond before scrolling down will be adequately prepared to address or respond to your whole message. This also forces you to organize your message and get to the point — something all readers will appreciate.
Content. Create a draft of what you want to say and then review it to see if it actually reflects your top priority in why you were writing an email in the first place. Often writers provide way more details or background than what is needed, similar to the math word problems kids have to solve that have six useless details and two useful ones buried in the paragraph. Make it easy for the reader to know what you want and to give you the response you desire. They can also ask for more information if something is missing. Then, at least you know your email was read versus being skipped because it looks like too much effort.
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Once you have reviewed and refined the message, check one more time for perfect grammar, spelling, capitalization, punctuation and optimal layout. Also, reread to make sure nothing was accidentally cut out while editing. I am a big fan of shorter paragraphs and numbering multiple items when possible. Today’s email reader does not want the emailed version of “War and Peace.”
Closing. The quote, “parting is such sweet sorrow” is almost never used in conjunction with a work email. Reserve overly emotional, religious or commands of “Make it a Great Day” for your personal correspondence (unless, of course, your job is working at a religious institution). Although I am sure you have the best intentions, non-professional closings run a very high risk of alienating some recipients. A simple “Sincerely” or “Thank you” are universally acceptable ways to close your email. Also make sure you include your contact information, relevant attachments or hyperlinks to any information covered in the email. You will get a much faster response if all materials are in the email — versus referring to a previous message or third-party sites that require extra steps. Extra steps are the kiss of death in email. Ask the reader to work, and you are likely to have a delay or a dismissal of the email altogether.
Success at work is tied into communication skills. Learning how to master effective email communication is no longer a “nice to have” but a “must have” for career growth. Just like your social media (and those pictures you wished you never posted), what you send in an email can live forever. Utilize a strategy that starts with a purpose, followed by a thoughtful subject, a succinct message and a non-polarizing closing and you are on your way to an email that gets the results you want.
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The Best Email Etiquette for Business originally appeared on usnews.com
