One of my clients had to do damage control when her marketing department kept dropping the ball on large projects. She figured out that the marketing manager’s staff had stopped reading his e-mails. He was a frustrated writer who couldn’t resist sending long e-mails to his staff, instead of sending clear, easy-to-read messages.
E-mail is an effective and time-saving way to communicate with others, especially when it takes the place of meetings and calls, but writing clearly is important. There are a six ways to make your e-mail messages more effective.
1. Educate instead of impress
Instead of using words that no one knows or ever uses, use simple words. When one word will do, use it. Normally when you try to impress someone, it usually backfires. You may think you’re coming across one way while the person reading your e-mail has no idea what you’re trying to say.
2. Proofread, check spelling, and then proofread again
One of the best ways to come across as unprofessional is to send e-mails filled with typos. Spellcheck will help you catch obvious mistakes, but it won’t catch words that you’re using the wrong way, for example “for” instead of “four” or “to” instead of “too.” Read every e-mail again before you push send.
3. Keep your e-mails short and to the point
If you have to send a long e-mail, make it easy to read by using bulleted points, bold type, or italics to emphasize key points. No one wants to read a long e-mail, especially when the main message is buried somewhere in the middle. Say what you need to say and then move on.
4. Make it easy to respond to your e-mail messages
Your client probably will respond to your e-mail with another e-mail, but he or she may want to call you instead. Add a signature line to each e-mail that includes your name, company name, phone number, e-mail address and website address. Also — and I know it’s common sense — make sure your contact information is correct.
5. Know the best way to communicate
When dealing with clients, find out whether e-mail is the way they want you to communicate with them. I know it’s hard to believe, but some people rarely check their e-mail and unlike me, they’d rather talk on the phone. They may also prefer to text instead.
6. Limit the number of e-mails you send to a client
Your client may need project updates or other information, but contacting them too often may border on being annoying, rather than being efficient. It’s important to stay in contact with your clients, yet it’s also important to respect their time. Just as my client’s staff stopped paying attention to e-mails from their boss, clients will stop opening e-mails after they get too many from you.
E-mail is a time-saving way to communicate but only works when others read them. Make sure your clients and others who work with you not only receive your e-mails, but open them.
What do you do to make your e-mails more effective?
