You Suck at Email Presentation by Julia Roy

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You suck at email, but it's not your fault. Everyone does!
Here are simple tips to perfecting your email etiquette & writing more effective emails.

FOR ACTION TAKERS! At the end of the presentation there is a link for a FREE email best practices resource guide download link with a well- crafted list of email best practices & tools that you can share with your team.

Topics Covered in this Presentation:
1. How and when to properly use (and stop abusing) the "To", "cc" and "bcc" fields
2. Exactly what to should think about before you hit that "Reply All" button
3. How to craft awesome and effective subject lines
4. Why you should think like a journalist, not a novelist, when writing emails
5. How to expertly use bullets, numbers and choices to increase action and responses to your emails
6. Tactics to avoid the vortex of back and forth replies and long email threads
7. The 3 vital pieces of information that should be in your email signature

Published in: Leadership & Management

You Suck at Email Presentation by Julia Roy

  1. 1. I have bad news…
  2. 2. you suck at email.
  3. 3. But…
  4. 4. it’s not your fault.
  5. 5. You were never taught.
  6. 6. To get your driver’s license you had to sit next to some guy and prove you could drive
  7. 7. And if you made too many mistakes, you didn’t get your license
  8. 8. And if our emailing 
 was like our driving…
  9. 9. We’d all look like this.
  10. 10. And just like our cars are not responsible for the accidents we get ourselves into…
  11. 11. email is not responsible for the disaster that is our inbox.
  12. 12. We are.
  13. 13. Because we’re using it wrong.
  14. 14. We’re using it for way more than it was intended to do.
  15. 15. We use email to…
  16. 16. manage our important projects
  17. 17. remind us of what we need to get done
  18. 18. serve as our default task & to-do list
  19. 19. communicate with anyone & everyone
  20. 20. manage everything and anything related to our work
  21. 21. share & receive all kinds of information
  22. 22. organize a neighborhood 
 block party
  23. 23. keep up with what’s happening in…
  24. 24. our world,
  25. 25. our industry,
  26. 26. our business,
  27. 27. our local community,
  28. 28. the lives of our friends, family and aquantinces
  29. 29. & the list goes on* *and on, and on, and on, and on, and on, and on, and on, and on, and on, and on, and on, and on,and on, and on, and on, and on, and on,and on, and on, and on,and on, and on, and on and on.
  30. 30. We’re constantly complaining about our inbox
  31. 31. and yet we can’t stop checking it.
  32. 32. Why?
  33. 33. Because we’re addicted to it.
  34. 34. Seriously.
  35. 35. Email is a drug.
  36. 36. At least, 
 to our brain it is.
  37. 37. It taps into our brain’s natural dopamine-fueled reward system.
  38. 38. It’s the chemical in your head that causes us to want & desire things.
  39. 39. It’s stimulated by anticipation and unpredictability.
  40. 40. This is why email is a big dopamine stimulator.
  41. 41. Because it’s unpredictable.
  42. 42. We don’t know who will email us or when.
  43. 43. So, all day, everyday…
  44. 44. we anticipate the unpredictability of what might be there that wasn’t there a minute ago
  45. 45. and…
  46. 46. “doing” email 
 gives us a sense 
 of progress.
  47. 47. A feeling that we’re getting sh*t done.
  48. 48. But it’s an illusion,
  49. 49. because…
  50. 50. there’s a negative relationship between email & productivity.
  51. 51. The more time spent on email throughout the day, the less productive one feels.
  52. 52. Since turning off, boycotting or banning email isn’t a (realistic) solution…
  53. 53. let’s get better at it.
  54. 54. really, really good v let’s get better at it.
  55. 55. To be at email really, really good
  56. 56. all you have to do…
  57. 57. is follow 7 simple email best practices:
  58. 58. #1 How and when to properly use (and stop abusing) the “To" "cc" and "bcc" fields
  59. 59. #2 Exactly what to should think about before you hit that "Reply All" button
  60. 60. #3 How to craft awesome and effective subject lines
  61. 61. #4 Why you should think like a journalist, not a novelist, when writing emails
  62. 62. #5 How to expertly use bullets, numbers and choices to increase action and responses to emails
  63. 63. #6 Tactics to avoid the vortex of back and forth replies and long email threads
  64. 64. #7 The 3 vital pieces of information that should be in your email signature
  65. 65. To: cc: bcc: 1
  66. 66. To: cc: bcc:
  67. 67. Ask the question:
 Do they need to take action 
 or respond in some way?
  68. 68. To: cc: bcc:
  69. 69. Ask the question:
 Do they need to take action 
 or respond in some way? 
 If no… cc them.
  70. 70. When I send an email to one person, there’s a 95% chance I’ll get a reply. When I send to ten people, the response rate drops to 5%.
  71. 71. To: cc: bcc:
  72. 72. If emailing someone with to: OR cc:
 
 don’t put anyone in bcc:
  73. 73. If emailing more than a few friends 
 put everyone in bcc:
 (to hide their email)
  74. 74. Give the Gift of: 
 I’m moving [name] to bcc 
 when someone doesn’t need to be involved anymore
  75. 75. Reply All: 2
  76. 76. Q: When should you use Reply All? A: Almost never.
  77. 77. Someone transmits good news to nine people. Do all nine need to see that you said, “Great news!”? No, they don’t. Don’t use Reply All.
  78. 78. Meeting organizer asks if everyone is available Wednesday at 10 am. You have a conflict, but can suggest some alternatives.  Does the group need to see your availability?  Or can the organizer collect the responses, and propose a new time that will work?
  79. 79. Yes, she can. Don’t use Reply All.
  80. 80. The organizer of a party asks if anyone has a conflict with the middle of January.  Does the whole planning party need to know that you don’t have a coflict? (No.)  If it wont work, would it be useful for everyone to know that we need to keep looking for a good date?
  81. 81. Yes.
  82. 82. Subject Lines 3
  83. 83. How to write 
 subject lines that make doves cry
  84. 84. Bad subject lines:
  85. 85. Try to fit the ENTIRE email
 into the subject line. Bad for storage units. Good for emails.
  86. 86. Subject: Hey Body: When will you be in the office today?
  87. 87. Subject: When will you be in the office today? EOM
  88. 88. EOM (end of message)
  89. 89. NNTR
 (no need to respond)
  90. 90. [ ]
  91. 91. [ACTION] [SUBJECT] [CONTEXT]
  92. 92. [DECISION NEEDED] [DECISION NEEDED] 
 Picking the new logo today - do you like A, B or C?
  93. 93. [DECISION NEEDED] [NEW LOGO] 
 Due today - do you like A, B or C? [DECISION NEEDED] [NEW LOGO]
  94. 94. [SCHEDULING] Choose Tues. or Wed. @ 5pm 
 for meeting w/ Jessica [SCHEDULING]
  95. 95. EVEN BETTER! [SCHEDULING] [JESSICA MEETING] Choose Tues. or Wed. @ 5pm [EOM] [SCHEDULING] [JESSICA MEETING]
  96. 96. [URGENT] [msgNETCONOMY] Review and respond by EOD today [URGENT]
  97. 97. Fix bad subject lines
  98. 98. Be a Journalist NOT a Novelist 4
  99. 99. Examples of Main Points Up Front
  100. 100. “We’re going ahead with the deal. To close it, I’ll need you to gather three years of financials, and have them ready by Friday.”
  101. 101. “Our press release announcing our joint venture with Netconomy will be released tomorrow. 
 Do you like the headline below?”
  102. 102. “I’ve got a Fortune 500 client who wants to discuss staff training. Can you fly to Phoenix for a Thursday meeting?”
  103. 103. •Bullets 2.Numbers & Choices 5
  104. 104. Bullets, numbers and choices are a gift to the recipient. 
 
 It makes their response simpler.
  105. 105. Examples of Bullets, Numbers and Choices
  106. 106. The following flavors will be ordered:
 • Vanilla • Chocolate • Strawberry • Rocky Road • Peanut Butter Fudge
  107. 107. We will visit the following cities, in this order:
 1. New York 2. Washington, D.C. 3. Chicago 4. Minneapolis 5. San Diego
  108. 108. Here are our options. Please choose. 1.End all negotiations and terminate contract. 2.Respond with counter-proposal 3.Execute contract. (If this is chosen, please also email signed contract.)
  109. 109. Close The Loops 6
  110. 110. Coffee is for closers! (loop closers)
  111. 111. Examples of Open Loops and Closed Loops
  112. 112. “Let’s get together for lunch. What day is good? Where do you want to go? Should we invite other departments or keep it a team meeting?” Open Loops
  113. 113. “Let’s get together for lunch. I’m thinking Thursday at 11:30 (to avoid the rush) at Chipotle. Let’s keep it just a team lunch this time, but maybe next time, we’ll invite others. Work for you?” Closed Loops
  114. 114. “Here is the full proposal. PLMKYTASAP.” Open Loops
  115. 115. Useful Signatures 7
  116. 116. 3 critical pieces of information:
 1. phone number 2. address 3. blog / recent article *Can have different nuances on platforms like iOS & Android.
  117. 117. One-click calls
  118. 118. One-click maps
  119. 119. Bonus Tips!
  120. 120. Get hyper(links) Bonus #1
  121. 121. Check out our press release in PR Newswire: http://www.prnewswire.com/news-releases/ digital-advertising-alliance-daa-announces-your- adchoices-consumer-education- campaign-137749828.html Amateur:
  122. 122. Pro: Check out our article in PR Newswire.
  123. 123. Stop saying “Thank You” Bonus #2
  124. 124. NOT THIS DO THIS
  125. 125. Now go make email awesome for you and everyone you email!
  126. 126. Because now 
 you know:
  127. 127. 1. We can use TO, CC & BCC more effectively 2. That we should almost never Reply All 3. How to write actionable subject lines 4. How to write like a journalist, not a novelist 5. The power of bullets, numbers and choices 6. Several ways to minimize long email threads 7. How to create really useful signatures
  128. 128. yooooousuckLESS@email
  129. 129. AnyQuestions?
  130. 130. EMAILJULIA@WORKHACKS.COM
  131. 131. juliaroy workhacks.com

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