Make Email Work For You: Tips and Tricks to Maximize Productivity!
I'm going to share some of the most important things I've learned over the past several years on how to write an effective email that will improve your communication.
1. To the point “Subject” with call to action
Recipients will know the action without opening the email, and the subject should accurately describe the content of the email, so the recipient knows what to expect.
for-example:
[ Azure Resource Request ] - VM Required for SpaceX PoC
2. Maintain one email thread per topic.
People get annoyed when information is scattered across multiple email threads and they must browse through several email threads in order to find a single piece of information.
3. Better usage of "To" and "CC"
Despite the fact that this should go without saying, I have observed senior resources making the mistake of including everyone in the "To" field in email.
So:
"To" is for the person that is directly intended and has to take some action
"CC" is for the person that is kept in loop for visibility
4. Recipient Management
Clearly mention at the start of email the purpose of looping in or out someone.
For example:
++ @Elon for visibility
-- @Jeff since he retired
5. Structure Your Email for Maximum Impact!
Recognise your peers' feelings, especially those in upper management. Sending them a poorly written email could waste their time or perhaps offend them, so structuring your email will let the recipients know that you respect them and their time. So:
Use a professional greeting: Begin with a formal greeting that addresses the recipient by name.
State the purpose of the email at the start (1 or 2 lines Max): Explain why you are writing and the purpose of the email.
Provide details and relevant information: Outline the details of the message, such as specific ideas, facts, or questions.
Call to action: End the email with a call to action, such as a request for feedback or a request for a meeting.
Sign off with a professional closing: Include a polite closing, such as “Sincerely” or “Best regards”, followed by your name.
6. Hyperlink!
Avoid sharing long URL's in emails, and hyperlink every single URL you are sharing.
Command + K in Mac
Ctrl + K in Windows
7. Proof Read
Avoid spelling & grammar mistakes, use add-ons & extensions i.e. grammarly.
Quillbot is a good free tool to easily improve the tone of your writeup.
By following these steps, you can ensure that your email is clear and concise, and that the recipient understands the purpose of your message.
Feel free to reach me out if you have some more tips or suggestions.