If you’re like the majority of the world, you write email in your profession. A lot of email.
The average knowledge worker spends 28% of the work week reading or answering email (according to a study by the McKinsey Global Institute.) Considering the amount of time spent on email, learning to write more professional emails will have a huge impact on your work life. You’ll increase your productivity and raise your reputation with everyone who comes in contact with your email.
In many cases, your colleagues and work contacts know you most through your emails. Chances are, however, that you don’t put much attention into how you write those emails.
Imagine what others would think of you if you put as little care into your appearance as you did into your emails? Yikes!
Here are 5 ways you can polish your professional emails to be more effective. (A professional is always concerned with Quality and Respect).
1. Use a relevant email signature
An email signature let’s your recipients know your name, your position or title, the company you work for, and the best ways to get a hold of you.
If you sign off our emails with a simple “Steve”, or nothing at all, you may be getting your message across, but you’re treating email more like a text message, when an email is different.
- Emails often have several recipients, instead of just one. You may think everyone on the email knows who you are, but it turns out the new girl Ann has heard your name, but doesn’t know your position in the company, or whether your the Accountant Steve or the Engineer Steve.
- Emails are commonly shared. When your email is forwarded, those who receive it may not know who “Steve” is, or how to reach you outside of email. Knowing your title helps others understand the context of the measure.
Here’s an example of a concise but helpful email signature:
John Smith, Account Manager, Acme Corp.
jsmith@acme.com
office: 111-555-3232 mobile: 111-555-3232
This email signature makes it clear who John is, where he works, and how to get in contact with him. There’s no additional, irrelevant information (e.g. such as a quote or link to social profiles). The email address will appear as a link in many inboxes, and the phone numbers will be selectable on many mobile phones.
How to do it:
- Create an email signature with your name, title, company, phone number, and email
- Avoid images and unnecessary links or other items in your signature.
- Create multiple signatures that have more or less information based on the audience. However, all signatures should include your full name, title, and the best way to contact you. Remember that emails get forwarded, so the audience can expand without you knowing.
2. Keep the subject relevant
The design of emails mimic that of a letter or memo. Unlike memos, or letters, however, emails stick around.
The subject of an email is less like the heading of a letter, and more like the title of a book. Along with your name, your subject will be the first thing read in your emails. The subject should clearly indicate what is going to be discussed in the email itself.
Remember that the subject you use in an email is likely to have an effect beyond that first message you send. If the recipient replies, now your subject is the title of a conversation, which may go on for quite some time.
People also save and reference emails later. A clear subject line will help make it easier for you and your colleagues to find that one conversation where Larry told you how much the new contract would cost. There are few things more frustrating than digging through old emails with vague subject lines, trying to find that one piece of information you know you saw. [Read more…]