News You Can Use                                        9 Tips for Writing Volume 1- Number 3                                          More Effective Emails Email is considered the communication of choice by many in business. Unfortunately, it is often not used effectively. Two of the biggest compalints about email are "too much email" and the poor quality of the communication. Most people don't mind receiving clear communication that helps them do their job better. What they do mind is any email that wastes their time. Because email is easy to use, it has the potential for abuse. Traditional business writing followed “rules” that many people don’t seem to think apply to email. Email is often written quickly with run-on sentences, misspelled/short-cut words, abbreviations, etc. Compounding these problems, is the fact that the writer may not realize how the “tone” of the written word can be misinterpreted – resulting in the reader being offended or not understanding what is truly being “said”. Email doesn’t have to be lengthy to effectively communicate, nor does it necessarily have to eliminate dialogue and the personal touch. Here are some tips for writing effective email. Tip #1    Keep it brief (aka, respect your reader’s time). Try to use email only for quick, simple communications. A good rule of thumb should be to restrict your message to 4 or 5 paragraphs (under 150 words, if possible). Limitations in formatting and layout make it hard to send longer emails. If you need to say more, perhaps a memo attached as a word document would be more effective. Tip #2    Use good grammar and spell check.  Misspelled words and poor grammar are distracting. You probably wouldn’t allow typos, use a run on sentence or improper verb/noun tense in a letter…and you shouldn’t in an email. It sends the wrong message about yourself and what you think of the reader. Many email systems now come with spelling and grammar checks that can be set to automatically scan your email before it is sent. Tip #3    Plan ahead.  Before you start writing, think about what you want to say. Consider why you are writing, what information you want to convey, what your reader needs to know and what action you want your reader to take. Tip #4    Headline your subject line.  Imagine you only have 10 seconds to say your message and grab the reader’s attention (much like a newspaper or TV news anchor) …now what would you say? A compelling subject line that catches the reader’s attention and says what the email is about – enticing the reader to open the email – is a plus. Include a key word that will make searching for the email easy. Hint: Be sure to change the subject line, if you’re changing the subject when you respond. Tip #5    Use the inverted pyramid.  When you write get right to the point, starting with the most important information. Then provide details to expand on that information. This style of writing is taught in journalism school as the most effective way to communicate. Tip #6    Speak clearly.  Use active language and plain English to keep the message on point. Do not use corporate gibberish. It generally distracts from the message. Tip #7    Watch your tone.  Although you may write in a conversational style, you don’t have the advantage of hearing right away if the person receiving your message misinterpreted your tone (i.e., thought you were insulting, condescending, etc.). As such, you may want to stay away from humor or “inside jokes" which often can be misinterpreted and affect the effectiveness of your message – not to mention what the reader will think about you. Tip #8    Make sure it is appropriate.  One in five companies had an email message subpoenaed according to the American Management Association and the ePolicy Institute. Some topics are just too sensitive or confidential to write in an email. Ask yourself...“would I want this email published in a newspaper?” Tip #9    Keep it professional.  Your email is a reflection of you. It lets the reader know if you are thorough, accurate and pay attention to detail. The more professional your email (in appearance and writing), the more likely your message will be taken seriously. Copyright 2007 A.Turetz - The Concepts Group, LLC.