“Please read the attached email about the email I sent yesterday in reference to flooding the system with
too many unnecessary emails. Please forward to your entire staff. “
Some of our email requires us to take action, and some is for information only. How can we make email
more effective and efficient?
Put people who need to act or reply in the “To” field. Use “cc” for people who need the information. Leave out anyone who does not need the message. If you need a response, make that request clear.
- Be concise. Less is more in the context of emails – can you write what needs to be written in a couple of sentences rather than in paragraphs.
- Be polite.
- Attach documents thoughtfully. Ask yourself, does this person really need to read all of this? Make sure your email does not get ignored altogether because of too many appendages.
- Include an automatic signature line. End with pertinent data about you. Put your name, your phone number.
- Use a descriptive subject header. Avoid subject headers like, “Hi”, “Memo”, or “Volume 3, Edition 1”. Make your reader want to open the email by being as detailed and personal as possible.
- Read and answer all questions when responding.
- Answer timely.
- Do not write in CAPITALS. It’s hard to read. Also, it appears that you’re yelling at the recipient.
- Be careful of exclamation marks (!). This symbol can also be construed as yelling.
- Use a meaningful subject. Subjects assist with prioritizing workloads and recalling important information.
Other email thoughts:
- Email may be retained or shared beyond its intended audience. Check the recipients before sending sensitive information.
- Keep the message professional and appropriate for its recipients.
Pause before sending an angry email. Give yourself time to cool down, then reread the message for accuracy and tone. If the issue is sensitive, choose an appropriate private conversation.