Today is Thursday, so this post is on Communication Skills. E mail writing is the focus.
We all receive so many e mails everyday that it is easy to take e mail writing for granted. E mails, are simple right? Sit down at your computer, bang out a message, hit send. Wrong. You have to spend some time making sure that your emails communicate the right message about you.
While composing an e mail is similar to writing a longer report, it's also a little different. Clear, concise emails will get you noticed in a positive way. Here are some tips to help you write better emails.
- Create a subject that means something. Don’t just say “follow up”, “report”, “meeting”. Make sure your subject line is compelling enough for people to want to open your e mails. For example, when I mention someone in a blog post, I always send them an e mail. My subject line usually reads “I mentioned you on my blog post today”. Most people, even if they don’t know me, will open this e mail, because they want to know on which blog they were mentioned, and they want to read what I had to say.
- Use short paragraphs. Double space between paragraphs. This makes it easier for the reader.
- Use lists where appropriate. Bullet points are best for a series of ideas you want to communicate. Numbers are good when the preceding text says something like “there are five steps to this process”.
- Use precise words – say exactly what you mean. Write in complete sentences, and use proper grammar.
- Read your e mail before sending it. Spell check and grammar often don’t catch errors like substituting the word “there” for “their”.
- Try to keep e mail messages to one screen. If you cannot do so, put the lengthy information in an attachment.
- If you say you are attaching a file in the text, make sure you have actually attached it. Make sure you attach the correct file.
- Most e mail programs will provide you with several names from your mailing list after you have typed a few letters in the “To:” line. Make sure you click on the correct name before sending your e mail.
- Never send or respond to an e mail when you are angry. When you send an e mail or a response when you are angry, you are likely to write something that you will regret later.
- It’s best to avoid emoticons (i.e. smiley faces etc.) in most business e mails.
- It’s best to avoid internet abbreviations (i.e. btw, which means “by the way”, or otoh, which means “on the other hand”) in business e mails. Write the words you want to say.
- Be careful what you forward. If you are not sure how the sender will feel about you forwarding an e mail he or she has sent you, ask him or her before you forward it.
- Remember, e mails are stored on company networks for years. Never write something in an e mail that you are not prepared to defend if it popped up on the front page of the New York Times.
These are a few tips to help you write better e mails. Well written e mails are just another way of demonstrating your communication skills. And, good communication skills get you noticed in a positive way. They are an important part of becoming a career star.
That’s it for today. Thanks for reading. Log on to my website www.BudBilanich.com for more common sense. Check out my other blogs: www.CareerSuperStar.com for common sense advice on becoming the life and career star you are meant to be; and www.CommonSenseDay.com to learn more about Use Your Common Sense Day -- November 4, and to read stories of common sense in action.
I’ll see you around the web, and at Alex’s Lemonade Stand.
Bud
PS: Speaking of Alex’s Lemonade Stand – my fundraising page is still open. Please go to www.FirstGiving.com/TheCommonSenseGuy to read Alex’s inspiring story and to donate if you can.
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