Have you ever sent one of those ultra-efficient emails I like to call a "Joe Friday"? I named it after the no-nonsense detective in the TV series "Dragnet" known for his catchphrase, "Just the facts, ma'am."
Our inboxes are overflowing, but it is key to keep all your email conversations engaging and effective. Here are our five guiding principles:
- Use a subject line specific to the email content, e.g. "New Opportunity" or "Holiday Schedule"
- Always start with the person's name, e.g. "Hello George," or "Hi Sara,"
- Always be clear on any action to be taken, e.g. "Kindly reply to confirm."
- Always end with a positive engaging statement, e.g. "Looking forward to hearing from you." or "Let me know if you have any questions."
- At the first sign of email-awkwardness, pick-up the phone or meet to clear any misunderstanding.
Ann R
| • | Be nice. Don’t try to convey criticism in an email. If you need to clear the air, call or meet. If you can’t call or meet, find something positive to say. |
| • | Avoid humour. Teasing or friendly sarcasm is diffused with a smile or a tone of voice, which is impossible to convey through email, unless you use emojis. Instead of making a joke, which might be misinterpreted, say something positive. See rule #1 |
Anne S
| • | Make your subject line as detailed as possible. Instead of saying: “follow up” say “Follow up to our meeting on Friday, November 13 about working together on X.” |
| • | Rather than reply to an email, pick up the phone. I met a photographer on Saturday who said when potential clients want a quote or more information, he phones them. |
Judi H
| • | Always provide dates and times for meetings rather than "let me know some dates that work for you". This stops the constant back and forth. |
| • | Refer to past conversations by date so it is easier for the recipient to look up past email trails. |
| • | Yes, please change the subject line! |
Ann P
| • | I usually start a message with a greeting such as Good morning, Good afternoon, or Good evening. I've had people tell me that it is a nice way to start an e-mail message, so I've continued doing it. |
| • | I usually end a message with something like Have a good day or Have a good week-end. I try to end telephone conversations like that, so I figure it is appropriate for e-mails as well. |
Aviva A
| • | Have a signature with all contact info, and social media links at the bottom. |
| • | And when in doubt pick up the phone. |
Noreen P
| • | I still believe in that phone call – we rely far too much on the emailed word – I tell friends – please call me – saves time and avoids confusion and all that back and forth. |
Tim M
| • | Good advice in the digital age when no one takes and everyone takes things not seriously. |