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Do you need to send that e-mail? 3 ways to check yourself

Scott Ball
by Scott Ball
January 29, 2015
1 minute read
  • SHARE ON

Even though there are more communication tools available than ever before, most managers still use e-mail. 

That doesn’t mean everyone thinks first before sending e-mail though.

Here are three questions you should ask before sending e-mail that will save you and everyone else time:

1. Do I really need to send this?

Everyone complains about their cluttered e-mail inbox.

So before you hit the send button, you may want to ask yourself:

• “Should I use another method?” Maybe a phone call, text message or an Instant Message would work better instead.

• “Can I find the info online?” You might not need to ask someone else for info. You may find it on your company’s intranet site or through
a Web search.

• “Does everyone need this info?” If you’re the one sending out info, make sure everyone in your “To” box actually needs it.

• “Can I post this online?” This is often the most efficient way to get everyone’s attention.

2. Will they read my subject line?

It’s a fact: If you want people to open and actually read your e-mail, you want a subject line that will grab
their attention.

Four ways you can do that?

• Be clear. Make it easy for everyone to understand.

• Choose key words. These help people instantly understand why the e-mail is important.

• Use names. Making it personal gets their attention.

• Make it short. Less is more. Example: “Out of the office today. Reach me at 555-123-4567.”

3. Is the important stuff up front?

Assume that no one will read past your first paragraph. That’s where you should put the crucial info.

Examples include: due dates, action requests, a brief summary of what your message is about, etc.

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CFO Daily News, part of the SuccessFuel Network, provides the latest Finance and employment law news for Finance professionals in the trenches of small-to-medium-sized businesses. Rather than simply regurgitating the day’s headlines, CFO Daily News delivers actionable insights, helping Finance execs understand what Finance trends mean to their business.

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