How can we
improve e-mails?
Question # 1
How short is the e-mail?
If you need to write an e-mail,
make it brief.
http://hbr.org/tip?date=052013
http://hbswk.hbs.edu/archive/4438.html
http:...
People are more helpful when they’re given clear
directions on how to contribute.
Example
One student got an answer from t...
Question # 2
How relevant is the
e-mail subject line?
Use the subject line to summarize the e-mail.
Sources
http://hbr.org/tip?date=052013
http://hbswk.hbs.edu/archive/4438.html
When people are busy, the emails that get
read are the ones with practical subject lines.
Example
”How to get to the event...
Question # 3
How do we
avoid abbreviations?
The e-mail recipient might not be aware
of the meanings of the abbreviations.
http://www.emailreplies.com/
Question # 4
How can we
avoid writing in CAPITALS?
IF YOU WRITE IN CAPITALS IT SEEMS
AS IF YOU ARE SHOUTING.
http://fusion.net/story/42057/caps-lock/
http://www.forbes.com/p...
Question # 5
How is the language
in your e-mail?
Further inspiration
http://www.slideshare.net/frankcalberg/dialogue-vs-discussion
Serve yourself, pay what you think is fair.
When you give a tip, you help to
1. keep content open.
2. keep content free of...
Question # 6
How can you mimic
the person you are
communicating with?
One strategy that has been found to be very effective
across settings is to engage in behavioural mimicry.
Example
Use emo...
Question # 7
How well do you serve
the person you
communicate with?
We tend to be overly focused on ourselves
and our own goals, while failing to amply
account for other people’s perspective...
Further inspiration
http://www.slideshare.net/frankcalberg/questions-to-discover-your-values
Question # 8
How often do you send a link
instead of an attachment?
Question # 9
How can we
avoid using ”cc”?
Every 100 people needlessly copied on an
e-mail results in 8 hours of lost productivity,
when accounting for the time it t...
http://www.wnyc.org/story/everybody-hates-micromanager/
How important is it for you to want to be
copied on every e-mail y...
Further inspiration
http://www.slideshare.net/frankcalberg/questions-to-discover-your-values
Question # 10
Do you know where the
recipient of your e-mail is?
http://www.timeanddate.com/time/map/
Before writing ”have a good afternoon” in an e-mail, consider
in which time zone peop...
Question # 11
How often do you check
your e-mails?
A study shows that regaining our initial
momentum following an interruption can
take, on average, upwards of 20 minutes.
h...
Example of e-mail auto-response
http://fourhourworkweek.com/2014/07/14/autoresponse/
Further inspiration
https://www.goodreads.com/review/show/769046140
Question # 12
At what time of the day
do you send e-mails?
At Vynamic, a healthcare consultancy in
Philadelphia, e-mail is discouraged
between 10pm and 7am during the week,
and all ...
Question # 13
How good are you at
keeping your inbox clean?
# 1: Delete.
Delete any messages you don't need to read or keep.
# 2: Respond.
Reply to messages that can be handled immed...
When executives at a London-based firm reduced the
number of e-mails they sent, subordinates followed suit.
http://hbr.org...
Question # 14
What about using chat
and/or other social media
instead of e-mail?
A 5 minute chat may be more efficient
than crafting a message that adequately
explains the situation.
http://hbr.org/tip?d...
https://agenda.weforum.org/2015/01/how-messaging-apps-are-replacing-texting/
Sources
https://slack.com/
https://www.yammer.com/
The instant you read emotion in their response, or
feel it yourself - change mediums.
Even a phone call lets you hear nuan...
People, who work for Automattic - the
company that runs Wordpress - rarely use
email.
Instead they use internal blogs, cha...
Sources
http://online.wsj.com/article/SB10001424052970204452104577060103165399154.html
http://bc.pcworld.dk/art/204243/her...
The most damaging cost of thoughtless e-mail:
It prevents us from doing our best work.
http://thenextweb.com/entrepreneur/...
Serve yourself, pay what you think is fair.
When you give a tip, you help to
1. keep content open.
2. keep content free of...
Thank you for your interest. For further inspiration
and personalized services, please feel welcome to visit
http://frankc...
How can we improve e-mails?
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How can we improve e-mails?

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Question # 1: How short is your e-mail?
Question # 2: How relevant is the e-mail subject line?
Question # 3: How can we avoid abbreviations?
Question # 4: How can we avoid writing in CAPITALS?
Question # 5: How is the language in your e-mail?
Question # 6: How can you mimic the person you are communicating with?
Question # 7: How well do you serve the person you communicate with?
Question # 8: How often do you send a link instead of an attachment?
Question # 9: How can we avoid using ”cc”?
Question # 10: Do you know where the recipient of your e-mail is?
Question # 11: How often do you check your e-mails?
Question # 12: At what time of the day do you send e-mails?
Question # 13: How good are you at keeping your inbox clean?
Question # 14: What about using chat and/or other social media instead of e-mail?













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  • Thank you very much, Palle, for your comments. I appreciate it. Kind regards, Frank
       Reply 
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  • Good advice, some of it, but regarding #7: sometimes I am SHOUTING, to try to wake up the recipient;-)
    And regarding #3, I must disagree. Email isn't meant to be only short messages - it was in the beginning, but isn't used as such any more. It would take far too long time to write your memo or note, upload it to a web service, and then email a short message with a link to someone, only for them to use even more time trying to make the link work, download the memo etc. That process has far too many stations to be effective.
    If people try to read it on a smart-phone it doesn't make it easier that they have to download a document etc.
    Only when You are working on a common document in a web-folder it is most convenient to file a message with a link, whenever You have changed it.
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How can we improve e-mails?

  1. 1. How can we improve e-mails?
  2. 2. Question # 1 How short is the e-mail?
  3. 3. If you need to write an e-mail, make it brief. http://hbr.org/tip?date=052013 http://hbswk.hbs.edu/archive/4438.html http://www.nytimes.com/2010/03/25/technology/25apple.html?ref=technology
  4. 4. People are more helpful when they’re given clear directions on how to contribute. Example One student got an answer from then-Google CEO Eric Schmidt by asking him when in his life he was happiest. Schmidt responded: “Tomorrow.” https://www.linkedin.com/pulse/20130624114114-69244073-6-ways-to-get-me-to-email-you-back
  5. 5. Question # 2 How relevant is the e-mail subject line?
  6. 6. Use the subject line to summarize the e-mail. Sources http://hbr.org/tip?date=052013 http://hbswk.hbs.edu/archive/4438.html
  7. 7. When people are busy, the emails that get read are the ones with practical subject lines. Example ”How to get to the event location in Beijing.” https://www.linkedin.com/pulse/20130624114114-69244073-6-ways-to-get-me-to-email-you-back
  8. 8. Question # 3 How do we avoid abbreviations?
  9. 9. The e-mail recipient might not be aware of the meanings of the abbreviations. http://www.emailreplies.com/
  10. 10. Question # 4 How can we avoid writing in CAPITALS?
  11. 11. IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. http://fusion.net/story/42057/caps-lock/ http://www.forbes.com/pictures/eikh45femi/all-caps/
  12. 12. Question # 5 How is the language in your e-mail?
  13. 13. Further inspiration http://www.slideshare.net/frankcalberg/dialogue-vs-discussion
  14. 14. Serve yourself, pay what you think is fair. When you give a tip, you help to 1. keep content open. 2. keep content free of advertisements. 3. support ongoing development. http://www.frankcalberg.com/thankyou
  15. 15. Question # 6 How can you mimic the person you are communicating with?
  16. 16. One strategy that has been found to be very effective across settings is to engage in behavioural mimicry. Example Use emoticons and words / slang / jargon in the same way as the person, with whom you are communicating, is using them. https://hbr.org/2015/04/the-dos-and-donts-of-work-email-from-emojis-to-typos
  17. 17. Question # 7 How well do you serve the person you communicate with?
  18. 18. We tend to be overly focused on ourselves and our own goals, while failing to amply account for other people’s perspectives. https://hbr.org/2015/04/the-dos-and-donts-of-work-email-from-emojis-to-typos
  19. 19. Further inspiration http://www.slideshare.net/frankcalberg/questions-to-discover-your-values
  20. 20. Question # 8 How often do you send a link instead of an attachment?
  21. 21. Question # 9 How can we avoid using ”cc”?
  22. 22. Every 100 people needlessly copied on an e-mail results in 8 hours of lost productivity, when accounting for the time it takes people to read, delete and return to work. Jonathan Spira, chief analyst at research firm Basex. http://blogs.wsj.com/atwork/2012/12/28/the-productivity-crushing-power-of-reply-to-all/
  23. 23. http://www.wnyc.org/story/everybody-hates-micromanager/ How important is it for you to want to be copied on every e-mail your staff sends? How much in control do you need to be? Hello managers,
  24. 24. Further inspiration http://www.slideshare.net/frankcalberg/questions-to-discover-your-values
  25. 25. Question # 10 Do you know where the recipient of your e-mail is?
  26. 26. http://www.timeanddate.com/time/map/ Before writing ”have a good afternoon” in an e-mail, consider in which time zone people, you send the e-mail to, are
  27. 27. Question # 11 How often do you check your e-mails?
  28. 28. A study shows that regaining our initial momentum following an interruption can take, on average, upwards of 20 minutes. https://hbr.org/2014/07/the-cost-of-continuously-checking-email/
  29. 29. Example of e-mail auto-response http://fourhourworkweek.com/2014/07/14/autoresponse/
  30. 30. Further inspiration https://www.goodreads.com/review/show/769046140
  31. 31. Question # 12 At what time of the day do you send e-mails?
  32. 32. At Vynamic, a healthcare consultancy in Philadelphia, e-mail is discouraged between 10pm and 7am during the week, and all day on weekends. https://hbr.org/2015/03/your-late-night-emails-are-hurting-your-team
  33. 33. Question # 13 How good are you at keeping your inbox clean?
  34. 34. # 1: Delete. Delete any messages you don't need to read or keep. # 2: Respond. Reply to messages that can be handled immediately. # 3: Archive. If it’s a task for someone else, archive the e-mail. Source http://blogs.hbr.org/hmu/2012/02/stop-email-overload-1.html http://blogs.hbr.org/silverman/2009/05/how-to-keep-your-email-under-c.html http://www.good.is/posts/clean-up-your-inbox-pro-tips-from-a-gmail-insider 3 actions to keep your inbox clean
  35. 35. When executives at a London-based firm reduced the number of e-mails they sent, subordinates followed suit. http://hbr.org/2013/09/to-reduce-e-mail-start-at-the-top/ar/1
  36. 36. Question # 14 What about using chat and/or other social media instead of e-mail?
  37. 37. A 5 minute chat may be more efficient than crafting a message that adequately explains the situation. http://hbr.org/tip?date=011713
  38. 38. https://agenda.weforum.org/2015/01/how-messaging-apps-are-replacing-texting/
  39. 39. Sources https://slack.com/ https://www.yammer.com/
  40. 40. The instant you read emotion in their response, or feel it yourself - change mediums. Even a phone call lets you hear nuances in tone, silences, and other data that help you address emotions. Skype or video conferencing gives you even more information. https://hbr.org/2015/03/you-can-have-constructive-conflict-over-email
  41. 41. People, who work for Automattic - the company that runs Wordpress - rarely use email. Instead they use internal blogs, chat rooms, and Skype. http://blogs.hbr.org/berkun/2013/03/how-wordpress-thrives-with-a-1.html
  42. 42. Sources http://online.wsj.com/article/SB10001424052970204452104577060103165399154.html http://bc.pcworld.dk/art/204243/her-er-aarsagen-til-at-vi-har-lagt-e-mailen-for-had http://epn.dk/teknologi2/computer/article2745851.ece http://atos.net/en-us/about_us/zero_email/default.htm The companies Atos, Klick, and Exformatics stopped using internal e-mails.
  43. 43. The most damaging cost of thoughtless e-mail: It prevents us from doing our best work. http://thenextweb.com/entrepreneur/2014/11/09/quitting-email-helped-company-team-communicate-better/ http://www.forbes.com/sites/forbesleadershipforum/2012/10/25/i-banned-all-internal-e-mails-at-my-company-for-a-week/ http://www.managementexchange.com/hackathon/contribution/big-enemy-good
  44. 44. Serve yourself, pay what you think is fair. When you give a tip, you help to 1. keep content open. 2. keep content free of advertisements. 3. support ongoing development. http://www.frankcalberg.com/thankyou
  45. 45. Thank you for your interest. For further inspiration and personalized services, please feel welcome to visit http://frankcalberg.com Have a great day.

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