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7 Tips for Effective Email

There is something about e-mail that fosters poor communication habits. Users see it as a form of instant communication and therefore, doesn’t require the same care and attention that a letter might.

For many organizations, e-mail has become the preferred means of communication, both formal and informal. Here are some tips to make your e-mail as effective and efficient as possible:

  1. Use short paragraphs. E-mail is generally read from a computer screen. Keep your paragraphs short –50 words or less– to ensure maximum readability.
  2. Get personal. Use second person terms. Words such as “you”, “your”, and “yours” let the recipient know you’re thinking of them specifically.
  3. Don’t send spam. This includes forwarding every bad joke and poem your second cousin sends you. People don’t like receiving junk paper mail at home and they don’t like the electronic version either. If you’re building a new relationship with a customer, don’t bury them in your sales spam.
  4. Check spelling and grammar. You should invest as much effort in checking the content of e-mail as you do any other written communication. A sloppy e-mail message will communicate negatively about your professionalism.
  5. Include a signature section. Most e-mail software will automate this process for you. Your signature should include your name, job title, contact information, and company name.
  6. Respond efficiently. Develop at set of personal rules for processing your email in a productive way. Read:  @ 43 Folders
  7. Ignore the above tips. If you exchange a large number of messages with a particular co-worker, create a set of rules to optimize the way you each process e-mail. You can develop short cuts and templates that bypass some of the above tips and steps because you have worked out you own protocols.