5 Elements Of An Effective And Productive Email
Have you ever hit ‘send’ on a work email, only to cringe and feel horrified after you realize all the big red errors you’ve committed in your message? Perhaps, you were supposed to send an important email, only to forget about it completely. Or, have you ever experienced attaching the wrong file or forgetting to attach a file in your email’s content?
All of the above scenarios are among the typical lapses that happen when sending corporate emails. In some instances, these mistakes are laughable and can easily be brushed aside. Otherwise, these errors may cause major consequences to the team or the entire business.
Whether you’re a supervisor or a team member in a corporate setting, this blog will come in handy. Here, you will learn the five different elements of an effective and productive email to help you minimize errors in your messages and secure a more systematic and clear communication with your colleagues and clients.
What Makes An Effective And Productive Email?
Firstly, an effective email provides and shares information in a clear and succinct manner. It also highlights ease of reading on the part of the recipient, in that the information is easily understood and key details can be scanned quickly. Simply, it saves time and effort for both the sender and the receiver of the email. Next, a productive email means that the process of sending and organizing emails is done in a systematic and efficient manner. There are no delays nor lapses in communication if there are emails scheduled to be sent on a particular day or time.
Now, how can organizations and teams achieve that?
1. Create A Concise Subject Line
The subject line is the first thing that people will see or read once the email reaches their inbox. A lengthy subject will keep the recipient from proceeding to read the email. For instance, if a company were to send an apology email to a client, then it would be best to indicate in the subject line the purpose of the email. In this manner, it limits any further confusion on the part of the client. Some organizations make the mistake of creating a lengthy subject line, as though they were already explaining before the recipient could open and read the email. This is a huge no-no.
Also, when sending promotional emails, it is crucial to capture the interest of the recipient right away using the subject line.
Here are some examples of a short, sweet, and excellent email subject line;
Exclusive Sneak Peek! VIPs only
Oh no, your prescription’s about to expire!
We made a mistake
Let’s try this again
Want $25 off your next purchase?
2. Convey The Proper Tone
One of the tricky parts about composing and sending an email is conveying the proper tone. It is easy for things to get lost in translation in a non-verbal communication. The wrong use of words, and a message conveyed in a seemingly emotionless manner will instantly turn away subscribers, spark misunderstandings among colleagues, and even leave clients agitated.
Stick to a neutral yet professional tone when addressing clients and co-workers. When sending promotional messages, it is alright to deviate from a neutral tone and add a bit more flair to the body of the email. Make it sound friendlier and warmer to entice leads to learn more about the products being offered and ultimately convince them to subscribe to the email.
3. Proofread
It is inevitable that spelling errors and grammatical mistakes will be committed every now and then. Have someone proofread the content of the email before sending it. Check that all spelling is correct and that the grammar is impeccable. Excellent spelling and grammar boosts the professionalism and quality of the email’s content.
4. Focus On The Intention Of The Email
Set an objective for the email. What is its intended purpose? Who are the recipients? Will the email be used for promotional purposes? Is it intended to introduce the brand or inform team members about an upcoming project?
Effective emails are direct. It does not beat around the bush. If the email is intended for a client or a customer, staying clear and straightforward with the intention of the email saves them the time and effort to figure out what the email is for. Hence, the subject line must coincide with the body of the email to ensure that the message is conveyed clearly and effectively.
5. Use Email Software If Needed
Say, the company is set to send thousands upon thousands of emails. Certainly, it would be impossible for a human-powered staff to handle it all on their own. This is where email software with excellent reporting frameworks enters the picture. Email software helps facilitate the faster and more efficient sending of emails in bulk. Most software also come with reporting features, auto-reply options, automatic redirection and forwarding of messages, secure storage for new and existing email contacts and notifications for when an error was encountered while sending the message.
Email is most certainly not dead. It is still being used by big corporations in maintaining relations with existing patrons and long-time business partners. It is also beneficial for startups looking to introduce their brand and expand their customer base. Most importantly, emails help maintain communication among teams and departments in an office setting.
Do you have additional tips for how to achieve an effective and productive email? Feel free to share them and don’t forget to follow our blog!
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Meet The Writer!
Hello! My name is Kat and I hold a degree in Master of Science in Biology. I authored scientific journals about molecular biology. To take a break from the scientific pieces I'm working on, I am distressed by writing about lifestyle, business, tech, even general articles. Read my articles and you might learn a thing or two! You can connect with me through Twitter: @KatSarmiento007.
