Best Practices for Effective Emails

1. TOPTIPS FOR
EFFECTIVE EMAILS
Manager Seminar
January 16, 2019

2. On Average…
Every Day ….
• 200 emails received
• 75% are irrelevant to the recipient
• 2.5 hours reading and replying
• 15 times “checking”
• 40 emails written

3. OurTopics
• Focus
• Format
• Tone

4. FOCUS
Clarity | Brevity | Direct Action

5. Clarity
What you do before you write a word.
1. Identify your purpose.
2. Identify the goals.
3. Identify the key points.
4. Identify next actions.

6. Brevity
Email is for Accomplishing Quick Goals.
• Stick to one subject per email.
• Get to the point.
• Do it quickly.
• Use short, well-crafted sentences.
• Pare it down.
A long email is a sign that you are using the
wrong communication tool.
Rule ofThumb:
If an email conversation has
exceeded 2 emails on both sides
already, pick up the phone!

7. Be direct.
• Make the main point in the opening
sentence.
• Identify why the information you are
sending is relevant and important.
• Ask for what you need & be specific.
• Communicate what needs to happen
next.
I need to complete an evaluation
of all TPS reports by Friday. To
do that, I need a copy of your
latest TPS report by 2:00 today.
Please put a printed copy on my
desk and save it on our shared
drive.
I’ve added that to my
task list. Please clarify.
Do I need to include the
new coversheet?

8. Subject Lines
■ Just ask the question or make the request
– Do theTPS reports need the attached
signatures?
– Please send me all of the AprilTPS
reports.
■ [REQ], [ACTION], [FYI]
– [REQ]Summary ofTPS Report Call
– [ACTION]Summary ofTPS Report Call
– [FYI]Summary of Report Call
• Be accurate – Match the Message
• Don’t leave it blank
• Be brief – but still descriptive
• Make it Functional
• Not vague
• Change it if the content of the reply
changes.

9. FORMAT
Punctuation |Typography | Readability | Signature Line

10. Your Email is
NotThat
Exciting!
Exclamation Points are Special
Are you really actually truly EXCITED?
Can be seen as harsh and offensive
Please send me theTPS report.
Send me theTPS report!

11. DUAC
Unless it’s an acronym, just … don’t do it.
Please.
DON’T USE
ALL CAPS
SEND METHETPS REPORT!

12. Readability
• Large blocks of text are hard to read.
• Put a space between paragraphs.
• Keep paragraphs short and to the point.
• Use bullets to draw attention to key
points.

13. Signature
Line
No additional quotes or images or changes.
Your sign off should be professional and not
overly personal.
Shaun M. Moore
President and CEO
A rena Food Service,Inc.
993 Clocktower Drive, Suite D.
Springfield, Illinois 62704
www.arenafoodservice.com | 217.698.2944

14. TONE

15. 80% of senders believe recipients will
understand tone.
56%of recipients actually “get it.”

16. Don’tType at
Me LikeThat!
■ Non-verbal cues set the tone for
communication.
■ People fill in the blanks with their own
(typically negative) assumptions.
■ Emotion is more memorable than facts.
■ Email is not an effective conflict
management tool.

17. If you don’t get this to me by 1 pm today,
we’re going to miss our deadline.
■ Tone Interpretation: Hey dummy, we’re going to miss the deadline and it’s your fault.
■ How to Revise:Today’s 1:00 pm deadline is particularly critical. It’s very important that
I get your feedback today so that we can deliver on schedule.Thanks for your support!

18. That’s not what we agreed to in our
meeting.
■ Tone Interpretation: I know you weren’t paying attention and you’re trying to pull
something over on me, so let me set you straight.
■ How to Revise: In looking at my notes, I’ve come to a different conclusion.Would you
have a few minutes to talk about this on the phone or in person and figure this out?

19. yep
■ Tone Interpretation: I’m really busy. I don’t have time for you. I’m annoyed by your
question. And, by the way, you’re not worthy of punctuation or a capital “Y.”
■ How to Revise:Yes.

20. Tips for Communicating ProperTone
■ Assess your relationship with the recipient.Adjust your level of formality accordingly.
■ Email = remote relationship management.When appropriate, lead in with a social
comment.
■ If you suspect it might be misinterpreted, take extra care with your words. Read,
revise, and ask someone else to read it.
■ Use CC and BCC sparingly.
■ Remember the ALL CAPS and exclamation point rules!!!!!!!!!!!!!!!!
■ When in doubt, DON’T email!Telephone and in-person communication may be a
much better tool for the message you need to convey.