Email is one of the older innovations of the Internet, but its use has never wavered. It’s the best way to get large amounts of information across quickly, and it’s easier to organize than any other form of communication. Although emails are useful, their use is limited to how well the sender gets their point across. If you frequently send out emails that are ignored or forgotten, consider asking yourself, “Are my emails effective?” If the answer is no, read on to find out some tips for increasing the effectiveness of your emails.
Keep It Simple
Perhaps the most common reason emails go unread is their inability to be understood. Let’s say you want to inform your company about a new policy. To explain how it will be handled, you make sure to provide several scenarios, all about a paragraph long.
The problem is, people don’t have as long of an attention span when it comes to reading as they do when they are engaged in discussion. If you plan to explain the ins-and-outs of a new procedure, it is probably best to introduce it in a quick email and set up a time for everyone to meet and discuss how it will be implemented. This rule can be applied to any kind of email. Keep it simple and your email will be seen.
Check Your Grammar
Do you ever click on an article that has atrocious grammar? How long do you continue reading before giving up? Chances are, you don’t stick around past a paragraph or two, and you completely missed important parts of the story. Unfortunately, employees feel the same way about your poorly worded emails. Before you send it, make sure to run your email through a program like Grammarly. This way, your emails can get the point across without getting wrapped up in a missed Oxford comma.
Send Them Sparingly
Some days, it is important to update your team on numerous subjects, and you may be tempted to send an email each time your brain thinks of a new thing. My advice: don’t. Instead, try instituting a daily (or weekly) wrap-up email that includes all of the important information since you last touched base. Of course, if there is a time-sensitive subject, make sure to send an email about that. The wrap-up can serve as a general time to reflect, make small changes, and give updates about low-level work events. If you plan to do this, just make sure to refer to the first point (Keep It Simple) and make each topic’s section short and sweet.
Sending emails is an important part of any company. If you’re in a leadership role, you likely send several emails in a day. To make sure they are read and understood, follow these three rules for success.