10 Tips for Effective E-mail

..Learn to manage your emails so that they dont manage you

Learning Outcomes
At the end of this module, you would be able
to;

Organize and structure emails effectively
using the plan, draft and edit process
Analyze the content of emails, to ensure
that they are tuned to the needs of the
reader.
Follow ten quick tips for successful email
writing.
Identify ambiguity in sentences and
streamline accordingly.

Start with Questions
If my readers were to forget everything else,
what is the main message I want them to
remember?

Who exactly are my readers?

What is my readers primary attitude:
receptive, indifferent or resistant?

Action requested: What do I want my readers
to do?

What are the next steps?

What are the deadlines?
Streamlining Sentences
Being Concise:

Dont use several words where one will do.

Dont repeat yourself.

Use the active voice.

Use prepositional phrases sparingly.

Break long sentences into shorter ones.

Limit your use of and between phrases or clauses.

In general, sentences should be no more than 15 to 20 words each and
paragraphs 6 lines maximum
Before and After
Before:
At this point in time, we have not yet decided which action plan we
will put into operation.
Revised:
We have not yet chosen an action.
Before:
In the event of an unexpected accident and you are a witness who
saw the accident, you should file a completed accident report with
the office of the safety director.
Revised:
If you witness an accident, file an accident report with the safety
director.
Before:
Managers who are effective give praise to their employees who
are outstanding workers and endeavor to implement motivational
strategies with subordinates working under them who do not
perform well.
Revised:
Successful managers praise outstanding employees and try to
motivate poor performers
Tip 1 Think!
Think before you write.

Just because you can send
information faster than ever
before, it doesnt mean that
you should send it.

Analyze your readers to make
certain that you are sending a
message that will be both clear
and useful.
Tip 2 - Accountability
Remember that you can always deny that you said it.

But if you write it, you may be held accountable for many, many
moons.

You may be surprised to find where your message may end up.
Tip 3- Length
Keep your message concise.

Remember that the view
screen in most e-mail
programs shows only
approximately one half of a
hard-copy page.

Save longer messages and
formal reports for attachments.
Tip 4 - Confidentiality
Remember that e-mail is not
necessarily confidential.

Some companies retain the
right to monitor employees
messages.

Dont send anything you
wouldnt be comfortable seeing
published in your companys
newsletter.
Tip 5 Watch your emotions
Dont attempt to discipline your
readers.

It is unprofessional to lose
control in person

Losing control on the pages of
paper usually just makes the
situation worse.

Dont use e-mails when giving
corrective feedback.
Tip 6 - Spamming
Don't spam your readers.

Dont send them unnecessary or frivolous messages.

If you do this, soon theyll quit opening any message from you.

Tip 7 Using Upper Case
DONT TYPE IN ALL CAPS! IT
LOOKS LIKE YOURE
YELLING AT THE READERS!

Remember, if you emphasize
everything, you will have
emphasized nothing.
Tip 8 Using Lower Case
dont type in all lower case.

if you violate the rules of english grammar and
usage, you make it difficult for the reader to
read.
Tip 9 Maximize your subject line
Use the Subject line to get the readers attention.

Replace vague lines (e.g. Information on XYZ Project or
"Status Report Q1" ) with better hooks such as Exciting Career
Opportunity, Serious Problems with the Bonus Calculator , or
Free Money.
Tip 10 - Review
Take the time to proofread
your document before you sent
it.

Rub the document through
spell check or grammar check.

Even simple Typos will make
you look sloppy and damage
your professional credibility.
Remember
As with all written communications, your email should be clear and
concise.

Sentences should be kept short and to the point.

The subject line must inform the receiver of EXACTLY what the
email is about.

The purpose of the email must be detailed in the very first
paragraph.

Make sure you include any call to action you desire.
Tone in Business Writing
Tone
Refers to the writers attitude toward the reader and the subject of
the message.
Be Confident
Be Courteous and Sincere
Use appropriate emphasis and subordination
Use non discriminatory language
Stress the benefits to the reader
Write at an appropriate level of difficulty