Emails are at the forefront of communication in everyday work life, most people do not get through a day without asking “can you just send me that in an email?” or “did you get my email?”
Every day over 205 billion emails are sent from raging complaints by unhappy shoppers to those naggy work emails you really want to ignore.
In the workplace, its vital to ensure you are sending relevant and engaging emails to the right people… No Deborah, we didn’t get your email about signing Mick’s leaving card, just pass it round.
We’ve collated our 3 top tips on sending emails in the workplace, the importance of keeping them relevant and how to get your emails noticed.
1. Subject Line
Everyone wants to be a subject line hero. The subject line is the first thing that people will see and serves as the first (and sometimes last) impression.
When sending an email out its important that the subject line is relevant to the email. There’s nothing more frustrating than opening an email with an important subject line to the content be nothing in relation.
Your subject line should be short, descriptive and give the reader a reason to explore the message further.
After all, the greatest email in the world is worthless if it never gets opened right?
2. Carbon Copy (CC in)
This may seem a mere housekeeping rule but when you are CC’d in to 50 emails a day that have no relevance to you or you are unsure why you have even been CC’d in, it can become very frustrating.
In business, employees often CC in their managers to let them know an action has been taken. Some people use CC to provide a record of communications and that a job has been done.
However, when you CC in the world next time, think, do they need to know this?
Look at @’ing people in an email to directly inform them why they are in on this email and if they need to take action, it stops jobs getting missed or emails simply being ignored because Colin from I.T. felt he "didn’t need to know about this”.
One more thing... the REPLY ALL button, use it! People have been CC’d in for a reason and want to know your reply, so make sure that you are replying to everyone in that email.
3. High Importance
We’ve all seen that dreaded red ! in our inbox on a Sunday afternoon from our manager and panicked that we’ve missed a deadline when, in reality, it’s a reminder that they are out the office tomorrow... (huge sigh of ~ frustrated ~ relief).
Our advice is not to use the high priority flag on emails, unless it is genuinely high priority. High importance emails should exist for those emails that require immediate attention and for which there will be negative consequences if they do not receive immediate attention.
Let's be serious, sending a red flagged email on a Tuesday to inform us that this Friday at 5pm the office fridge is going to be cleaned out isn’t high priority at all.