E-mail In An Instant

60 Ways to Communicate With Style and Impact

Karen Leland, Keith Bailey

• Publisher: Career Press
• Year: 2009
• Print ISBN: 9781601630179
• eBook ISBN: 9781601638731
• Topic: Business
• Subtopic: Business General
• Index: Business

The In An Instant series is a new brand of user-friendly, engaging, and practical reference guides on core business topics, which capitalizes on the authors' extensive experience and knowledge, as well as interviews they have conducted with leading business experts. Written in an upbeat and engaging style, the series presents 60 tips and techniques with anecdotes, examples, and exercises that the reader can immediately apply to make their work life more efficient, effective, and satisfying.

Surveys show that people in corporations receive an average of 175 messages per day. Topping the list is e-mail, surpassing voice mail, faxes, and telephone messages as the most frequent type of message received.While e-mail is the biggest communication tool for business use, its remote nature—which eliminates tone of voice and body language—presents a huge potential for misunderstanding and misinterpretation. Many people find themselves dealing with dozens of e-mails every day whose impact has been lost in cyberspace and, as a result, frequently miss the mark.

E-mail In An Instant helps readers to gain mastery over their electronic mail box and be more effective at getting their messages across with style and impact as well as managing and responding to the messages they receive. The book shows everyone from corporate executives to stay-at-home moms how to improve their e-mail efficiency by:

• Accelerating your workday by knowing what to send and what not to
• Assessing your e-mail writing style
• Adopting time management for your mailbox
• Learning to separate the trivial from the important
• Learning how to say no, e-mail style
• Writing business e-mails for other cultures

1
Assess Your E-Mail Savvy

Although e-mail is the most frequently used vehicle for business communication, the finer points of when and how to use it are often overlooked. To test out your e-mail excellence, answer the following multiple-choice questions.

1. Typing an e-mail in all caps:

a. Is the online equivalent of yelling or screaming.

b. Makes you look unprofessional.

c. Puts a strain on the reader’s eyes.

Answer: A. E-mail etiquette dictates that all caps equals yelling. Unless the word requires capitalization (as in the case of an acronym or name), avoid this online faux pas.

2. An e-mail should only be CC’d when:

a. The other person needs to have the information.

b. The topic is interesting.

c. It’s important.

Answer: A. The unnecessary CCing of e-mails to coworkers, customers, bosses, and vendors has become an epidemic. Only copy people who have a hands-on relationship with the topic (or need to know the content of your message) on an e-mail.

3. The BCC field is most useful for:

a. Avoiding having to send a second, separate e-mail.

b. Including someone involved in a situation while protecting his or her privacy.

c. Sending copies to anyone I want without getting caught.

Answer: B. The BCC is a great way to include one or more people in the loop without making their e-mail addresses known to everyone else on the list.

4. E-mails should be answered:

a. As soon as possible.

b. When I get around to it.

c. Within two days.

Answer: A. Although it would be nice if all e-mails could be responded to within 24 hours, the workload in most offices makes this impossible. If you can answer an e-mail right away and clear it off your list, great. If not, getting an incoming e-mail processed as soon as possible, and hopefully within two days, is the next best solution.

5. E-mail paragraphs should be:

a. As long as they need to be.

b. As short as possible.

c. Irrelevant.

Answer: B. Short paragraphs are easier on the eye and allow readerd to scan the message and find the information they most need to see.

6. If I have several points I want to make in a single e-mail, I should:

a. Make all the points in one paragraph.

b. Save all the points until the end of the e-mail and group them together.

c. Use a list format with bullets or numbers.

Answer: C. Grouping points all together in one paragraph makes them hard to read and increases the chance that they will get lost in the shuffle. To make your points stand apart, use bullets, and list them in logical order.

7. A good subject line:

a. Contains a greeting.

b. Up to 75 characters in length.

c. Is specific to the topic and no longer than a sentence.

Answer: C. The more on-topic and on-target you are, the greater the chance the receiver will open your message. The typical subject line will display up to 35 characters.

8. If you need to send a large attachment:

a. Attach it to your e-mail and send.

b. Contact the other party first to let him or her know it’s coming.

c. Compress it or break it up into several downloads.

Answer: B and C. Depending on what the other person’s system can handle, you may be able to send a great big file with no problem. If bandwidth is an issue, breaking up the file is the nice thing to do.

9. Which information should never be e-mailed?

a. Credit card numbers.

b. Social Security numbers.

c. Phone numbers.

Answer: B. Most online commerce sites have security measures in place to protect you when giving a credit card number on the Internet. But anything else you wouldn’t want shared with unknown parties, such as Social Security numbers and bank account numbers, should be kept out of an e-mail.

10. A highly emotional situation should be dealt with by:

a. A face-to-face conversation.

b. Telephone.

c. A detailed and unemotional e-mail.

Answer: A. The most information another person uses to interpret your feelings and attitudes comes from body language. The second greatest amount of information comes from tone of voice. E-mail, which lacks both of these, is the worst choice for discussing emotional or sensitive issues.

2
Be Concise and to the Point

Imagine having a heated conversation with one of your associates, in which you are excitedly explaining your ideas about a lunchtime Jacuzzi party. Your message would probably be conveyed in a torrent of words, ideas tumbling out in random order. Because you are engaged in a dialogue, your conversation partner is not concerned about the words you use, your sentence structure, or the repetitiousness of your vocabulary. But in e-mail, unlike in a reallife conversation, your reader is focused on the words, and nothing more, so your message must be more precise, your sentences shorter, and your ideas presented in a logical order.

An e-mail written the same way the sender speaks is heard to read and easy to ignore. For example:

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From: Tanya Hideoff
Subject: Lunchtime Jacuzzi Party
Date: May 17
To: Allison Wonderland

Dear Allison:

I am soooo excited about this idea that I just came up with! I was sitting at my desk staring out the window and chewing on a pencil when I had this flash of brilliance! Why not forego the footlong, dump the deli, say sianara to the sandwich, and sit in hot water at lunch instead of stuffing our faces?

Just think of it. You’d come back to work refreshed and ready to turbo-tap the keyboard to a new level of productivity—plus you’d be losing weight at the same time. Who needs lunch? And anyway, if we got hungry we could always have a protein bar handy. The hot water would be invigorating and relaxing, just what the doctor ordered after a hectic morning of e-mail-writing and phone calls.

The one problem is that there isn’t a Jacuzzi anywhere close. The nearest is across town and it would take at least an hour there and back. I am following up with Lisa Mona, in sales, she has one at her house that she says we can use as long as we contribute to the cost of heating the tub. Which won’t be a lot. Probably no more than $3 a month for each of us. Her place is relatively close and she said she would provide us with towels as part of the deal. Lisa can be a bit temperamental, so I’d like to find an alternative, just in case she flakes out at the last minute.

Would you be willing to talk to people in your department to see if you can come up with alternatives? I think Adam Sapple has one at his place but I’m not sure.

Okay, let me know what you think. I can’t wait to get started!

Best,

Tanya

P.S. Lisa’s tub can hold up to six people but I want to be really selective about who we invite to our lunchtime lounging session. ;-)

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Phew! Did you make it through to the end? Tanya’s e-mail is way too chatty and ridiculously long. If Allison is busy (and who isn’t?), there’s a good chance that she will stop reading long before the end. If Tanya trimmed the fat on this e-mail, she could still convey her ideas, but in a way that keeps the reader interested. For example:

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From: Tanya Hideoff
Subject: Lunchtime Jacuzzi Party
Date: May 17
To: Allison Wonderland

Dear Allison:

I just came up with a great idea: spending lunchtime in a Jacuzzi! It would be relaxing and refreshing, and would rejuvenate us for work in the afternoon. The closest tub belongs to Lisa Mona, in sales; she has one at her house that she says we can use if we pay something toward the electric bill.

Let me know if you are interested.

Best,

Tanya

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3
Prioritize Your Paragraphs

Walking into work can occasionally feel like stepping inside a blender; the day becomes a blur of activity, with too much to do and too little time in which to do it. It’s hardly surprising that many people save time by only reading the first few sentences of an e-mail. If the first paragraph doesn’t catch their attention, then it’s a quick flick of the erase button and on to the next message. To make sure your message gets read—amid the torrent of daily e-mails—think about what paragraph contains the most meaningful information, and place it at the top, with the least important paragraph being the last.

Exercise

Read through the following e-mail and prioritize each paragraph by writing its position number in the space provided. (Position #1 = first paragraph, position #2 = second paragraph, and so on.)

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Subject: Upcoming Steering Committee Meeting
From: Willy Ketchum
Date: August 8
To: All Department Heads

Dear Steering Committee Members:

Position Number______

As many of you remarked, the last meeting was very unorganized, with an outcome that was disappointing after discussions lasting for more than two hours. The meeting started 15 minutes late, and then ran over by 40 minutes. As the organizer, I owe everyone a big apology, and I am working dilligently to make the next meeting better.

Position Number______

The headlines from the last meeting that I have gathered together, from your comments and my own memory, are as follows: (1) New delivery trucks should all leave a small carbon footprint. (2) Our logo should be on the sides, back, and top of the trucks so it can be seen by passing air traffic. (3) They should all be equipped with satellite navigation units.

Position Number______

For the next meeting I have invited Mr. Collins, from dispatch, to come and talk to us about how the delivery process works and in what ways the trucks are to be used. This way we can all be on the same page.

Position Number______

The next meeting is on Tuesday, August 21, at 10 a.m. To make the time work for Mr. Collins, we will be meeting at the Jones Road Warehouse. I suggest we carpool. Please contact me if you need a ride.

Sincerely,

Willy Ketchum

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Answers and Rationale

Position 1: The next meeting is on Tuesday, August 21, at 10 a.m. To make the time work for Mr. Collins, we will be meeting at the Jones Road Warehouse. I suggest we carpool. Please contact me if you need a ride.

This paragraph contains the vital information for the next meeting. By putting it first you insure that every recipient, no matter how little of the e-mail they might read, has what they need for the next meeting.

Position 2: The headlines from the last meeti...

Table of contents

• Cover Page
• Title Page
• Copyright Page
• Dedication
• Acknowledgments
• Contents
• Introduction
• 1 Assess Your E-Mail Savvy
• 2 Be Concise and to the Point
• 3 Prioritize Your Paragraphs
• 4 Discover the Secret of Sensory Language
• 5 Mirror Key Words
• 6 Be Formal With Neutral Language
• 7 Make Your E-Mails Action-Packed
• 8 Make Effective Requests
• 9 Use the E.M.A.I.L. Acronym
• 10 Say No With Style
• 11 Engage the Expressive Style
• 12 Step Into the Straight-Shooter Style
• 13 Ease Into the Nice and Easy Style
• 14 Be Part of the Problem-Solving Style
• 15 Start With a Salutation
• 16 Craft a Compelling Subject Line
• 17 Sign Off With Substance
• 18 Go Easy on the CC
• 19 BCC With Caution
• 20 Consider Attachment Options
• 21 Open Attachments With Care
• 22 Shorten Your Sentences
• 23 Vary Your Sentence Length
• 24 Choose Your Sentence Style With Care
• 25 Put the Apostrophe in Its Place
• 26 Consider the Common Comma
• 27 Save Time With Contractions
• 28 Capitalize on Cue
• 29 Use the Trusty Transition
• 30 Master the Most Misspelled Words
• 31 Sharpen Your Spelling
• 32 Don’t Get Hung Up on Homophones
• 33 Avoid the 10 Top E-Mail Mistakes
• 34 Get a Grip on the Jargon
• 35 Don’t Fan the Flames
• 36 Nix the Negative Filters
• 37 Beware Obscure Emoticons
• 38 Sort Through Spam
• 39 Avoid Phishing Like the Plague
• 40 Beef Up Your E-Mail Security
• 41 Set Up a Responsible Rant
• 42 Keep Cultural Differences in Mind
• 43 Create an E-Mail Policy
• 44 Write an E-Mail Policy
• 45 Brainstorm Possible Problem Causes
• 46 Evaluate Possible Problem Causes
• 47 Brainstorm Possible Problem Solutions
• 48 Evaluate and Agree on the Problem Solution
• 49 Find an E-Mail Marketing Service
• 50 Plan an E-Mail Marketing Newsletter
• 51 Send Out an E-Mail Marketing Newsletter
• 52 Get Good at Instant Messaging
• 53 Study Your IM Shorthand
• 54 E-Mail on a PDA
• 55 Use POP and IMAP
• 56 Know When to Stop
• 57 Don’t Use E-Mail
• 58 Manage Your Files
• 59 Set Up Your Filing System
• 60 Zero Out Your Inbox
• Conclusion
• Index
• About the Authors
• About Sterling Consulting Group