How to Write a More Effective Email - for you & your recipients | Will Jeffrey | Skillshare

How to Write a More Effective Email - for you & your recipients

Will Jeffrey, Professional Agile Trainer

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1 Lessons (10m)
    • 1. How to Write a More Effective Email

      10:09

About This Class

This course is intended to help you learn to communicate more effectively using e-mail. It can help you determine when e-mail is and is not an efficient way of communicating and write e-mail that successfully conveys your message to your intended audience.

The following questions are discussed:

  • Whether to Communicate with e-mail?
  • Who Will Read It?
  • Which subject lines do you think are most effective? Why?
  • Why can help you to write easy to read e-mails?
  • What practical tips are acceptable in less formal e-mails?
  • How to evaluate the content of your e-mail?
  • What do we lose out on when we communicate via e-mail?
  • What should I know about greetings and farewells?

Also, a practical case is studied, during which common errors are analyzed, and how to rectify them.

I hope you will find it useful in your daily life!

Transcripts

1. How to Write a More Effective Email : Hello, everyone, today we're going to talk about how can we be more effective when communicating with email ? Why does it matter? Because time is precious for everyone, and emails can be time consuming for both email sender and receivers. Whether to communicate with email, it's appropriate when you need Teoh, send someone a document, distribute information to a large number of people, keep a written record of the communication or get in touch with someone who is hard to reach because you might be very busy or is living in a different time zone. It's also appropriate if the information is not time sensitive. Unless your reader has promised otherwise. Assume that it may take a few days for him to respond to your message. It is not appropriate when your message is long and complicated or requires additional discussion. When there is a lack of information or a difference of opinion, the message is likely to generate an extended conversation like a game of Ping pong, or it would be best accomplished face to face. Avoid sending an email. Whether your message is charged with negative emotions or the tone of the message could be easily misconstrued once we have checked, it is appropriate to send an email. We need to think about who is going to read it first. Let's talk about the main recipient. Please reflect on the following questions. To whom do you wish to address this message? Who is he or who are them? What is your audiences relationship to you? How would you talk to him in a social situation? What do you want your audience to think or assume about you? What kind of impression do you want to make copying individuals on an email? C. C means carbon copy. Copying individuals on an email is a good way to send your message to the main recipient while also sending someone else a copy at the same time. This can be useful if you want to convey the same exact message to more than one person in professional settings. Copying someone else on an email can help get things done, especially if the person receiving the copy is in a supervisory role. For example, copying your boss on an email to a non responsive coworker might prompt the coworker to respond. Be aware, however, that when you send a message to more than one address using the C C field. Both the original recipient and all the recipients of the carbon copies conceal the email addresses in the TO and CC fields. Each person who receives the message will be able to see the addresses of everyone else who received it. Blind Copying emails B C. C means blind Carbon copy. Blind Copying emails to a group of people can be useful when you don't want everyone on the list. Toe. Have each other's email address is the only recipient address that will be visible to all recipients. Is the one in the to field? If you don't want any of the recipients to see the email addresses in the list, you can put your own address in the to field and use BCC exclusively to address your message to others. However, do not assume that blind copying will always keep recipients from knowing who else was copied. Someone who is blind copied may hit, reply all and send a reply to everyone, revealing that he was included in the original message before you had sent. Look at the following points. The subject line. It's easy to read the tone, the greeting and farewell. Email. Subject lines air like newspaper headlines. Think about the subject lines on the email messages you receive. Which ones do you think are most effective? Why a few comments about subject lines? They should convey the main point that you want the reader to take away from your email. They should be as specific as possible. One word. Subjects such as High Question or F Y. I are not informative. And don't give the reader an idea of how important your messages. If your message is time sensitive, you might want to include a date in your subject line. For example, Network outage on Thursday, December 21st. Why did these ideas help us to write easy to read emails? We want our message to look tidy, not cluttered. First impressions count. We want to lower the barriers to understanding, so we remove visual noise. The purpose of the email is stated simply and directly in the first paragraph. This gets to the point. Other paragraphs add context, explanation, justification, etcetera. Each main thought is dealt with in a separate paragraph. This keeps our thoughts and the recipients clear. Some people are reluctant to read a long letter from a stranger, so it may be the course of wisdom to keep her message brief. We've already mentioned that time is precious in any message. Give attention to proper spelling grammar, punctuation end. Of course, neatness doing so will lend dignity to your email in the message that it contains. Let's look at some practical tips that are acceptable in less formal emails When you are familiar to the recipients. State the purpose at the beginning. Ask a question that explained with paragraphs state a decision to be made, then list options. Comment on options in separate paragraphs. Provide a summary T L D R T L D Ar is an abbreviation for too long, didn't read. The point is, allow someone a quick overview of what the message talks about without having to read the whole thing. Provide the reader with context for your message. Use working hyperlinks for external resource is wicky files etcetera. Use bullet points for important details so that they are easy to pick out. Use boldface type to highlight critical information such as due dates. Do not type your entire message in capital letters or boldface. Your reader may perceive this a shouting, and he won't be able to tell which parts of the message are especially important. Once you have completed your email, read it to evaluate the content. How does it sound? Is it friendly and tactful? If you detect a negative tone or hint of pessimism, adjust the wording. Never send an angry email. Some have found the following procedure to be practical. Leave it in your drafts folder. Calm down. We read the email and edited. If you can talk face to face, Why What do we lose out on when we communicate via email? Your words are not supported by voice inflections, body language or other cues, so it may be easier for someone to misread your tone. Sarcasm and jokes are often misinterpreted in emails and may offend your audience. This is difficult enough when both sender and recipient have the same language. It is much more tricky in an international context. Regarding greetings always greet your reader common ways to address him. Dear colleagues. Polo John Hi. Consider what others did. If this is part of a thread if others use Dear Martin. Dear Door Dear John is fine. Hello, buddy is not when in doubt address someone more formally to avoid offending them. What about farewells for your closing? Something brief but friendly will do for most correspondents. Thank you regards. See you tomorrow. Always sign off with your name at the end of your email. If you don't know the reader well, you might also consider including your role in the company you belong to. Now let's practice. Please look at John Does email. What are the problems? In Version one? The subject line is imprecise. There is no greeting. The email contains only one big paragraph. There are typos. For example. Th instead of the grammar is incorrect. For example, these material instead of these materials details are vague and expected actions are not obvious. For example, tomorrow afternoon, enough copies there is a potential lack of clarity because of the second subject introduced here. Also, I wanted etcetera. There is no farewell. How does the message be improved? Let's see version to subject materials for kickoff preparation meeting. Hi, everyone for tomorrow's three PM meeting in the conference room, Please bring 15 copies of the following materials your project calendar. A one page report describing your progress so far, a list of goals for the next month. Copies of any progress report messages you have sent to clients this past month. See you tomorrow, John. It looks better, doesn't it? This email sets a good example of an effective communication when we have to write a long message. The subject is clear and specific. The message is easy to read. A wise use of T L D R paragraphs are separated. Important ideas are involved. Notice the use of hyperlinks to he's understanding the context here. A new framework feature. And to get the meaning of T L D R. The tone is serious and respectful. Greeting and farewell are brief and friendly. Let's quickly review a few points. We wanted to pay attention to when communicating with email subject line specific as possible to ease receivers to prioritize and handle their messages. Easy to read purpose stated in the very beginning to help the reader to determine the level of attention he should give to the message. Separate paragraphs for the sake of clarity. Brief. We remember that the time is precious for everyone. Tone friendly and tactful greeting and farewell include them in every email. If we don't know the reader. Well, we might also consider including our role in the company we belong to. There are valid cases when we're less structured. This is when we're using email is in a synchronous chant. Let's take an example. Imagine, John, send this email to Martin. Could you please chair the next project meeting? Thanks. Ah, well, do answer from Martin would suffice. This might even be done purely using the subject line. This last thought summarizes nicely what we talked about today, right? As if you were talking to the person face to face. Once again. I'd like to thank you for attending until next time. Goodbye.