You are inundated with emails; maybe hundreds of them each day. Which means you are also writing lots and lots of emails. It makes you wonder - does anybody even read them?
Here are 3 surefire ways you can make sure your emails get noticed...and read!
1. BE CONCISE
When you scan through your emails, don't you read the short ones first? Make it easy for your audience by getting right to the heart of the matter. Save the flowery descriptions for your first novel. Emails should be direct and to the point. Some say emails should be no more than three sentences. I'll let you determine the best length, but remember - Less is More.
2. MAKE USE OF THE SUBJECT LINE
Letting your audience know the content and urgency of your email in the subject line is a big help. It is especially useful in prioritizing what to open and read first.
My 5 favorite subject line abbreviations are:
FYI = For Your Information
NRN = No Reply Needed
AR = Action Required
EOM = End of Message
RB = Reply By
3. TIMING IS EVERYTHING
If I don't have plans, I find that I am especially productive on Sunday afternoons. I am focused and can grab an hour or two of uninterrupted time to write.
While I find myself crafting emails over the weekend, I don't send work emails outside of work hours unless absolutely necessary.
Not only is it disrespectful of other people's time, but by sending emails outside of business hours, I believe that my email is less likely to get the desired response (if it is read at all.)
Outlook has the ability to schedule built-in to its email client. Boomerang is a Gmail plug-in that provides the scheduling capability and I use SendLater which is now part of MailButler for Mac Mail.
When you schedule an email, be strategic and try to send it at a time when it is more likely to be opened and not fall to the bottom of someone's inbox. For example, when I write an email on Sunday, I typically schedule to have it sent around 10 AM Monday morning. This way, the recipient has had a chance to sort through the emails that have accumulated since they left work on Friday and my email is more likely to be seen, opened, and read.
Do you have other surefire ways to get your emails read?
Hi, I'm Sharon Danzger and I founded Control Chaos in 2006. As a productivity consultant, I provide group training and individual coaching.
My diverse background in financial services, non-profits, and small business enables me to offer a unique perspective on finding efficiency and balance. I tailor my approach to be industry specific and culturally focused based on my actual work and client experience.
I spent the early part of my career in financial services working for The Prudential Insurance Company of America. I spent time in a variety of areas including commercial real estate, underwriting, corporate social responsibility, and group insurance.
My work with non-profits has ranged from leadership development, governance, and training to financial analysis and oversight of an $18 MM budget.
I hold a BS in Economics from the Wharton School at the University of Pennsylvania and an MS in Real Estate from New York University. I am also a Chartered Financial Analyst (CFA), Chartered Financial Consultant (ChFC) and a Chartered Life Underwriter (CLU).
I have earned a Certificate of Study in Chronic Disorganization from the Institute for Challenging Disorganization (ICD). Recently I completed Monash University's "Mindfulness for Wellbeing and Peak Performance," University of Virginia Darden School's "Fundamentals of Project Planning and Management," University of Pennsylvania Wharton School's "Contagious," and University of Michigan's "Inspiring and Motivating Individuals." I am a lifelong learner and am always looking for ways to learn and grow.