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.
