Taming the Email Beast

By: Rhonda G Hess
Submitted: 2007-01-17 16:23:29
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Do you have dozens of emails sitting in your inbox? If you don’t, you’re in the minority and have likely made this tool one of your best allies. If you’re using email for business, as most entrepreneurs do, you probably spend more time than you’d like keeping email in check. Communicating by email came into vogue so quickly that most people haven’t had time to master this tool.

A Tipping Point

Good email habits and etiquette can earn you clients. Timely and efficient email response is rare enough that it could tip the scales in your favor. Some clients have told me that it influenced them to hire me over another business coach. And, I often hear: “Thank you for your quick and professional email responses. I feel you are really there for me.”

Here are some ways to turn the email beast into an ally:

Right Use

Email is perfect for short, direct inquiries & responses, transferring data/documents, logistical arrangements and other details. It is not a wise communication tool for sensitive subjects or processing emotional content. Beware of using email this way, especially with clients and colleagues.

Daily Connection & Response

If you let people know you have an email address, you’ve essentially invited them to communicate with you this way. So, check your emails daily at least. If you use email for business, this is a critical success point. If you or your assistant doesn’t respond to emails within 24 hours, you may lose business or irritate current clients. The message is – I’m not open for business.

Respond Accordingly

Read emails with care, and respond to what is actually said/asked. This may seem obvious, but failing to fully read and respond to emails is a common mistake that creates extra work and aggravation for all.

Format

Everyone appreciates a well formed, easy to read email.

1. Include the email thread - Make sure your program preferences are set up to drop in the email thread of the original email when you hit ‘Reply’. Then the receiver sees your response, plus a copy of what they sent you.

2. Make it personal when possible - For individuals you email often, be sure to put their name/email address in your email address book, so that they see their name in the To: line of your email. Similarly, make sure you’ve set your email program up so your name is what they see in the From: line rather than just your email address.

3. Honor email address privacy - If you are copying others on an email always put their names into the BCC: line or create a group for them and put the group into the BCC: line. The exception is when the parties know each other and there are few cc’s.

4. Use the subject line - Make sure you put a relevant phrase in the subject line that identifies the topic of your email. This is critical both for the receiver and for you if you go back to find an email you’ve previously sent. In business, blank subject lines, or old subject lines that no longer apply, can create problems.

5. Have a short salutation – like “Hello Joe” for an initial email. And consider a short friendly sentence like: “I hope this finds you well.” Email can come across terse and rude if it lacks all social graces. You can drop these things if there are several volleys back and forth about one topic.

6. Make it reader friendly - Use short paragraphs and bullet points for easy reading. Large blocks of text are hard to read. Consider picking up the phone if your topic is lengthy, sensitive or complex.

7. Keep emails brief whenever possible.

8. Ask clearly - Make it clear exactly what you want in the way of response, if any.

Create a System

Most email programs have lots of wonderful organizational features for creating folders so that you can keep valuable information. I’ve found this is my most used tool for my business. Don’t use the folders as just a holding place for unread emails. Occasionally, clean these folders out. LEVERAGING TIP – You might be able to repurpose some of the content in emails that is topical and not personal for ezines, blog entries and other marketing. Keep that in mind when you organize folders and give a subject to your emails.

The One Touch Method

Just as it’s name implies, this wonderful rule is designed to have you touch email once (this works for paper mail too). Set aside time to download and respond to email at least once each day. The name of the game is getting the ball out of your court while providing excellent service. If you must keep an email in the in box, set a standard for how long you’ll allow it to be there. The best approach is to clean it out completely every day, responding to everything as necessary.

Acknowledge Receipt

In those cases where you can’t respond fully in the same day, at least acknowledge receipt of the email: “Thank you. I received this and I’ll be back in touch by tomorrow with your answer.” On the other side of things, if you email someone asking for a response, thank them when you get it. These are social graces that should not be dropped just because we can’t see each other. That person will be more likely to support you later on.

Direct, Clear Communication

Have you ever read an email and thought – “What!?” This happens all too often. Before you send your emails, read them to make sure you are being clear. And spell check them.

Managing your email in a timely and professional way will absolutely support your financial success.

Copyright ©2006, Bubbling Well – Rhonda Hess All rights in all media reserved.

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