Tips & Tricks to enhance your everyday #workplace email writing.
Before sending any work email, be clear of:
Objective of Email:
– What is the need to send this email?
– Whom do you need to send this email?
Understanding the reader’s mind:
– How is your email going to help him? What problem are you solving?
– What do you want the reader to do after reading your email?
– How would the reader give attention to what you have to say from amongst the many other things he has on his plate (or inbox).
Structuring of Email:
– The first para should set the context of the email. (Why are you sending this email).
– If you want the reader to do an action (give approval/provide suggestions etc.), then mention it right away. (What is expected from the reader).
– The second para should have headings/sub-headings/bullet points of your key message. (What is it that you have to say)
– The third para should be the conclusion. This could be next steps/learnings/suggestions. (Next is what?).
Making Emails impactful:
– Come straight to the point. Your first line/para should basically tell the reader what the situation, problem & solution is.
– Use simple, easy to understand language.
– Use attachments for additional data/charts/analysis.
– Use italics to highlight important words. Avoid using Bold, Underline, Highlighters to emphasise on points on words.
– Use HALT principle. Never send an email when you are Hungry (H), Angry (A), Lonely (L) or Tired (T).
The daily number of hours being spent on email writing and reading is insane. As #HR and #peoplemanager, equip your teams to write effective emails.