How to Write an Email (No, Really) | Victoria Turk | TEDxAthens

Summary

In this engaging talk, Peter van de Ven offers a modern guide to email etiquette, emphasizing the importance of reducing email stress. He advises keeping emails concise, respectful, and clear, avoiding overly formal or presumptive language. Van de Ven also covers the proper use of greetings, sign-offs, and the 'CC' and 'BCC' features to manage email expectations effectively. He encourages setting boundaries by sending work emails only during work hours to promote a healthier work-life balance.

Takeaways

• 📧 Email has become a primary mode of workplace communication, yet it can be a source of stress due to its volume and the time it consumes.
• 📉 The philosophy of good email etiquette is to reduce the burden of email by sending fewer emails and to fewer recipients.
• 👋 Greetings in emails have evolved; 'Hi' with a first name is often appropriate, reflecting a more casual and direct communication style.
• 🌅 Avoid excessive salutations in ongoing email threads; a simple rule is to greet again with each new day of conversation.
• 📝 Keep the email body concise and to the point, respecting the recipient's time, but avoid crossing into rudeness through brevity.
• 🤝 Use language tools and emojis to convey sentiment in emails, as nonverbal cues like facial expressions and tone of voice are missing in text.
• ✍️ When signing off, 'Best wishes' is the recommended approach, avoiding overly formal, intimate, or casual alternatives.
• 📝 Include a clear and concise subject line that summarizes the email content without unnecessary embellishment.
• 🔄 Understand the 'CC' rule: use the 'To' field for primary recipients expected to respond and 'CC' for those included for information.
• ⏰ Adhere to work hours when sending emails to respect recipients' personal time and to reduce the stress of constant availability.

Q & A

What is the main principle of the email-etiquette philosophy presented in the script?

The main principle of the email-etiquette philosophy is to reduce the burden of email as much as possible.

Why does the speaker suggest avoiding 'Reply All'?

The speaker suggests avoiding 'Reply All' to reduce the number of emails sent and to minimize the recipients' workload.

What is the recommended greeting for emails in a modern work context according to the script?

The recommended greeting for emails in a modern work context is to use 'Hi' followed by the recipient's first name, as it's more casual and friendly.

Why should you avoid using titles and formal language like 'Dear' in most work emails?

Using titles and formal language like 'Dear' is suggested to be reserved for more formal situations. Most work emails are more casual and similar to post-it notes, so a simple 'Hi' is sufficient.

What does the speaker mean by 'follow the sun' in the context of ongoing email threads?

The phrase 'follow the sun' means that if an email conversation spans several days, it's polite to greet the recipient again after each new day begins.

What is the key goal when writing the body of an email according to the script?

The key goal when writing the body of an email is to keep it concise and precise, respecting the recipient's time and reducing the stress of email.

Who coined the term 'Inbox Zero' and what does it represent?

Merlin Mann, an American writer and podcaster, coined the term 'Inbox Zero'. It represents a method for managing and staying on top of unread emails.

Why is brevity in emails important but also potentially problematic?

Brevity in emails is important to reduce the burden and stress of email communication, but it can be problematic if it crosses into rudeness or lacks necessary information for the recipient to respond or act.

What is the recommended way to use emojis in emails according to the script?

Emojis are recommended in emails to communicate sentiment effectively, but they should be used judiciously and are more appropriate in less formal contexts.

What are the guidelines for a proper email sign-off according to the script?

The guidelines for a proper email sign-off are to use 'Best wishes' or similar phrases like 'Best' or 'All the best'. Other sign-offs are considered too formal, too intimate, too casual, or tacky.

Why is 'Thanks in advance' considered a bad practice in email sign-offs?

'Thanks in advance' is considered presumptuous because it implies gratitude for an action before the recipient has agreed to perform it, which is not the proper way to express gratitude.

What is the 'CC' rule as explained in the script, and why is it important?

The 'CC' rule states that primary recipients who are expected to respond should be in the 'To' field, while others who are included for information or courtesy should be in the 'CC' field. This rule is important because it clarifies expectations and reduces the burden of unnecessary responses.

When should you use 'BCC' in email according to the script?

You should use 'BCC' when you need to protect recipients' identities or avoid a 'Reply All' situation, and also to remove someone from an ongoing thread without notifying everyone.

What is the speaker's advice on when to send work-related emails?

The speaker advises to send work-related emails during work hours to avoid causing unnecessary stress and to respect the boundaries between work and personal time.