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Rules Of Effective Email Communication

Rules Of Effective Email Communication

An organization’s relationship with its employees and customers is based on effective communication. Only through effective communication can a business show it is worthy of its investor’s time, energy and finances. Email communication forms a significant part of personalized communication and helps organizations create effective calls of action. Internal email communication can help team members exchange vital information clearly in order to increase productivity in the organization. Here are some tips for effective email communication:

Put yourself in your recipient’s shoes

Think about the number of times you've received an email and not understood its purpose. The real purpose of email communication is to help the recipients understand what you want them to do. If your message is not clear, then the interpretation of the message would go wrong. This in turn would not satisfy the objective of the email.

Check if you get a lot of questions

Many times emails sent out asking team members/customers to do certain tasks get replies consisting of hundreds of questions. This shows that the messages being sent out are ineffective. This hampers productivity and also wastes time.

Effective subject lines

The subject line of emails is often ignored when, in fact, it is very important in conveying critical information regarding the contents of the mail. Bad subject lines can even get mails deleted. Think about subject lines as the headlines of a newspaper: Do you bother to read news articles having headlines you do not understand?

With a few chosen words in the subject line, you can ensure that your recipients understand the contents of your email. Additionally, marketing emails or emails sent out regarding seminars need you to get recipients to respond in a particular manner. Hence, you must include a call to action in the subject line itself.

For example: If a spa or wellness business owner sends emails to customers for free offers, he must mention that the “Free offers are valid only until Friday July 27th 2012” etc. Thus they can get customers to respond to them in a fixed time period.

Brief and to the point emails

Many times, people try to cram a great deal of information in a single email. The right thing to do is to limit a single issue to one email. Experts even suggest writing one email per issue, so that recipients can respond in a similar manner and categorize mails better.

If however, you need to make several points in one single email, then make sure you use bulleted or numbered points to clearly communicate each issue.

Make things easier for the recipient

Once your email clearly states how you want the recipient to respond; make sure that you clearly include your contact details to facilitate things. This includes stating your name, address, phone number or website URL you want them to visit, clearly. This will help you get what you want out of your emails.

Check and re-check before hitting Send

Finally, do not forget to review the messages for correcting misspelled words and ensuring that the goal of the email is being met.

These are a few pointers for effective email communication. Effective emails, when deployed using the right strategies, can indeed work wonders in enhancing the productivity of an organization.

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