Posts tagged " email "

Digital etiquette 101 and curbing email

November 16th, 2017 Posted by Smart business tips No Comment yet

Email is a tricky thing. On one hand, seeing every message is crucial (especially if you own a business), leaving us sweeping our inboxes every five minutes. On the other, we’re trying to curb and cull email to prevent complete takeover.

So in this week’s blog we tackle two topics: Should you send a follow-up email? and how to curb the email overload.

Why you should always send a follow-up email 

You’ve picked up the phone, pitched the idea and received a positive response. The next question is, do you send a follow up email? (And when does it cross the line?)

The answer is, always send a follow up email, and do it straight away. 

Within 24 hours (and preferably asap), remind them of who you are, recap the points discussed, and what you want to achieve. Keep it short and succinct, and include a link to more information.  If you’re speaking to a journalist, paste the additional information in the body of the email instead – i.e. write the email, sign off with ‘Thank you for your time, please find further information below’ and drop the information in. Journalists are always short on time and it’s easier to scroll down on a phone than clicking a link.

What if you don’t hear back?

If a week has passed and you still haven’t heard back, send another follow up. If you still don’t receive a response, pick up the phone. Tip: when calling, have some new information in your back pocket so you have a relevant reason to call which isn’t just self-serving.

If they haven’t said no, it’s appropriate to continue contacting them until you receive a concrete answer – as long as you are polite and not doing so every few days. Sometimes the timing just isn’t right but it could be down the track. In this day and age, an email can be easily overlooked, so calling to follow up can put you back on the radar.

Most inboxes in today’s digital-rich, information saturated world are bursting at the seams, which is why at the same time, it’s important to curb the email overload. Think of all the time you spend replying to emails as soon as they popup, deflecting your attention from revenue-focused tasks. Outside of work, how many times has email caused stress and sleepless nights? It’s why many blogs today will tell you it’s critical to unplug or to ‘digitally detox’.

Get a head start with these quick tips to declutter your inbox and regain control of email.

 1. CONTROL WHEN YOU CHECK EMAIL

Block out two, three or four time slots in your calendar each day to check emails.
It will let you single task your responses, make better decisions and write quality responses.

2. TURN OFF EMAIL ALERTS TO REMOVE CONSTANT DISTRACTIONS

Multi-tasking is only possible when tasks are familiar and routine – completing one task at a time without distractions is a much more effective way to work.

3. MANAGE EXPECTATIONS

Set up your signature block to advise others that you only check emails at certain times of day, and let recipients know how they can reach you urgently, whether it’s by text or phone call.

4. KEEP YOUR INBOX TO A MINIMUM

Clearing out your inbox will ensure you don’t miss a thing.

There are two ends of the spectrum, but it’s important to be smart about using email so that you can make the most of this tool and still breakaway from checking your inbox every five minutes.

8 tips and tricks to sharpen your emails

May 25th, 2017 Posted by Online Business, Smart business tips No Comment yet

Read this before you press send.

Follow these eight simple tips and tricks to sharpen your emails and get the response you want.


1. Tailor to the recipient

Don’t spray and pray – mass blanket emails just don’t get read beyond the first line.  Taking the time to tailor your emails to the receiver is worth the extra time and effort.  Use their first name and understand what they want so you can structure the email around a solution.


2. Lead with your main idea

Start with the crux. Tell the reader why you are contacting them in the first line, then flesh out the rest of the details.


3. Keep it concise

No one wants to read a long, convoluted email. Remove unnecessary words and keep it to the point.


4. Use active voice

Instead of writing ‘The meeting will be held in room 2’, write ‘I’ll be delighted to see you at the meeting in room 2’. The active voice is clear and direct to elicit the response you want.


5. Proofread and edit

Check your email is clear, concise and error-free.  Stick this checklist in your workspace to wipe out email mistakes:

Email Checklist

  • Subject line
  • Spelling
  • Grammar
  • Dates
  • Times
  • Links
  • Pricing
  • Image copyright

Check each point twice to eradicate errors.


6. Add a catchy subject line

Give the reader a reason to open the email. Pick the most relevant, catchy and pertinent information and avoid clickbait – it might boost the open rate but it will also boost unsubscriptions.


7. Be polite

You can make any point politely and it won’t come back to haunt you down the track.


8. Don’t hit send

Sending an email is a simple way to tick off a task, but according to Collective Hub, it takes asking six people face-to-face to achieve the same effectiveness of a 200 recipient email blast.  See where you can wipe out email and communicate in real time instead – especially when asking for a pay rise, pitching to investors or asking to meet a superior.

 

Useful tools to improve your email:

As with most things in life, there’s help on the internet. These tools will help you get the most out of your emails:

  • Easy Word Count will check the length of your emails, ensuring that they aren’t too long. You can also check your spelling too.
  • Boom Essays: Want someone to check your emails before you send them? Send them to this service, where they can proofread them for you.
  • Paper Fellows: This writing community will help you get the most out of everything you write at work.
  • Assignment Help: If grammar’s not your strong suit, this writing service will help you get to grips with it.
  • Cite It In will help you get the right citation for any source you use in your writing.
  • Essay Services: Got an important email to write? This service can put it together for you.

Use this advice the next time you are writing an email. It’s amazing how much a simple message can improve when you implement these simple steps. Send effective emails to receive the response you want!

 

Blogpost by Mary Walton on May 24, 2017
You can read the original post on the Bartercard Australia Blog