Writing Effective Emails [6 EMAIL ETIQUETTE RULES]

Summary

In this video, productivity expert Adriana Girdler shares essential tips for writing effective workplace emails. She emphasizes the importance of clear, concise communication, avoiding over-communication and irrelevant details. Key advice includes using specific subject lines, maintaining a professional tone, and proofreading emails before sending. Girdler also warns against using slang or emojis in initial professional emails and suggests separating different topics into distinct emails. With these tips, viewers can improve their email etiquette, stand out in a crowded inbox, and enhance their professional communication skills.

Takeaways

• 😀 Keep emails concise: Stick to the facts and avoid over-communicating in emails. If more discussion is needed, use a phone call instead.
• 📧 Use clear and specific subject lines: A well-crafted subject line helps your email stand out in crowded inboxes. Make it action-oriented (e.g., 'Reply Needed', 'Task Due') and consider bolding important words.
• 🔍 Focus on clarity and conciseness: Avoid long paragraphs. Use bullets to make key points easier to digest and ensure that the information is clear and actionable.
• 📩 Stick to one topic per email: To avoid confusion, focus each email on a single subject. This increases the likelihood that all points are addressed properly.
• 😊 Mind your tone: Since emails lack body language and vocal tone, be cautious with punctuation and language. Keep it simple, neutral, and professional to avoid misinterpretation.
• 🔄 Proofread before sending: Always double-check your emails for clarity and professionalism. A second pair of eyes can help spot errors or improve tone.
• ⏰ Be mindful of your timing: When composing an email, ensure that you are focused and mindful. A rushed message may lead to mistakes or miscommunication.
• 📝 Avoid slang and informal language: To maintain professionalism, refrain from using slang in emails. Be more formal, especially in initial interactions with recipients.
• 😀 Use emojis sparingly: Emojis can be a great tool for tone but should be used only once you’ve established a rapport with the recipient. Avoid them in initial emails.
• 🎯 Be professional with your boss: Email etiquette is part of a larger professional image, and being mindful in communication, especially with superiors, can help you advance in your career.

Q & A

Why is writing emails considered a skill set in the workplace?

Writing effective emails requires clarity, professionalism, and the ability to communicate concisely. In the workplace, this skill helps ensure efficient communication and maintains a professional image.

What does the phrase 'only the facts' refer to in email communication?

It emphasizes keeping emails focused and straightforward, avoiding unnecessary details or over-explanation. The goal is to communicate essential information clearly without over-communicating.

When should you avoid using email for communication?

Email should be avoided when there's frequent back-and-forth communication. In such cases, it's better to pick up the phone and discuss the matter directly.

How can you make your email stand out in a crowded inbox?

Use a clear, specific subject line that indicates the purpose of the email. Words like 'Action Needed' or 'Reply Needed' help your email get noticed. Bolding important keywords in the subject line can also help.

Why are bullet points recommended in email communication?

Bullet points make emails easier to skim and quickly identify key information. They provide clarity and avoid overwhelming the reader with large blocks of text.

What is the importance of using only one subject per email?

Focusing on one topic per email prevents important information from being overlooked. Mixing multiple subjects in one email can lead to confusion and missed messages.

What role does tone play in email communication?

Tone is crucial in email communication because it can easily be misinterpreted. Without body language or vocal cues, it's important to keep the tone neutral and avoid wording that could come across as demanding or harsh.

Why should you proofread emails before sending them?

Proofreading ensures that the email is clear and error-free. It allows you to spot potential misunderstandings or mistakes that might harm your professional image.

When is it appropriate to use emojis in emails?

Emojis should be avoided in initial professional emails. Once a rapport has been established with the recipient, emojis can be used to reinforce a friendly or light-hearted tone.

What is the significance of 'watching your manners' in professional emails?

Maintaining professionalism means using proper grammar, avoiding slang, and ensuring that the language used is respectful and appropriate for the workplace. This helps to present a polished and competent image.