Email. Whether you love it or abhor it, two things are true:

It’s an indispensable part of business.

And it isn’t going by the wayside anytime soon.

Yet, as ubiquitous a form of communication email is, many professionals are bad at using it – sending dense blocks of text, spamming inboxes with unnecessary “Reply All” emails, leaving out essential pieces of information…you get the picture.

If you know someone whose email communication skills could use a little polishing, share these secrets to writing clearer, more effective messages:

Have a Singular Purpose

The best emails have one goal or ask one question. Instead of sending someone your stream of consciousness, organize your thoughts first. Choose an overarching purpose for your communication, and distill your message into one salient point. If you struggle to do this, it’s a sign that you may need to have a real-time conversation with the person you’re messaging.

Be Brief

Do you relish reading five long paragraphs of text in an email? Neither do your recipients. Keep your message as short as possible and get to the point – quickly.

Front-Load Essentials

Have an important question to ask or critical piece of information to share? Put it at the beginning of your email or even in the subject line.

Use Formatting Tools

Most email clients have robust features (e.g., numbered lists, highlighter tools, font families) you can use to organize your information and call attention to important details. Remember, recipients may only scan your email – make it easy for them to find what they need.

Write in Active Voice

Clarity is essential in email. Active voice (i.e., when the subject of the sentence performs the action described by the verb) leads to more concise, effective and confident communications.

Respect Conversation Participants

Before you automatically hit “Reply All,” consider whether everyone truly needs to read your response. Likewise, be sure to CC or BCC individuals who need to be kept looped into conversations. A few moments’ thought can go a long way toward improving the flow of information.

Don’t Include Sensitive Information

What would happen if a co-worker forwarded the content of your email without reading it carefully? In situations where you must email confidential or otherwise sensitive information, clearly mark it as such.

The moral of today’s post? Think before you type. A little mental discipline – and application of these email tips – can dramatically improve the effectiveness of your emails.

What Can Exact Staff Do For You?

Whether you want to improve focus, save time and money, relieve administrative burdens or grow your core team, our national employment agency is here to help. Drop us an email or give us a call today.