Be a Credible Sender.
Every time you send an email, you are training your readers. They are learning either that you are a credible sender who never wastes their time, or that you are an unreliable sender whose emails are not consistently worthwhile.
People often look first at who the sender is to decide whether to open an email. Make sure that when people see your name in the FROM spot, they say to themselves, "Gotta open this one!" Your subject line has a big impact, but your name needs to carry the credibility that tells people your email is worth opening and reading.
In your email…
- Provide value: An email is a demand on someone's time: Is it necessary? Make sure your email is providing value, not just consuming time.
- Stay focused: Do not bring up other projects on an unrelated email chain. Make a clear point in every email. When you start a new topic, start a new email chain.
- Avoid over-informing: People often tune out over-informative emails. Try to connect your emails to actions required.
- Think ahead: Consolidate ideas into a single well-organized email instead of ten one-liners.
Choosing whom to send to
- Limit whom you send to: Only send an email to the related parties, not the whole department.
- Check with people you always cc: Make sure that they still want to receive those copies. Maybe they are automatically deleting them!
- Limit “reply all”: Do not reply all to say you will attend a function, to say thank you, or for any other purpose that does not apply to the whole group.
In short, credibility, like reputation, is hard won and easily lost. Our credibility is on the line with every email. Let's preserve it carefully.
©2017 Elizabeth Danziger All rights reserved
Read Writamins on these topics:Emailing Effectively
Choosing the Right Word
Thoughts on Writing
Writing Within Organizations