Monday 7 March 2016

!! Love Ever !! 9 Email Hacks You Should Follow for Better, Clearer Communication

 

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9 Email Hacks You Should Follow for Better, Clearer Communication

Email has become a huge part of our lives, but somehow it hasn't taught us how to make our messages more gripping and emotional. Poorly written, unclear, misleading and meaningless emails can go as far as causing havoc in and out of the workplace and just leaving behind a poor impression of the sender. 

This is where these pointers come in. It is imperative that communication via email follow these, else we're just beating around the bush, aren't we!

1. Start on a personal note

When writing to an acquaintance or a stranger, a simple 'hope you are well' isn't enough and can come across as pretty cliche. If you know something about his or her life, don't hesitate to bring it up. For example, 'How was your trip to Jaipur last week?' or 'I am an avid reader of your work and your article on climate change really moved me.'

It helps to warm up the introduction and start on a good note.

2. Keep your emotions in check

Negative emotions like anger and desperation can often come across on emails with strong and hurtful words. In the absence of vocal tone and facial expressions to soften them, you might just end up making more enemies than friends. Keep calm and choose a professional way of conveying your thoughts without sounding offensive.


3. KISS

Keep It Short and Sweet. Long emails don't necessarily cover the points you want to get across, thus leading your audience to blank out and probably close it down along the way. 

Keep two lines as a personal opener, 4 to 5 lines as the body which addresses the issue, 2 lines to address a desired outcome or a call to action and two lines to sign off. 


4. Read it twice

Never send the email right away. Pause and give it a read while putting yourself in the shoes of the reader. 

If you are half asleep or really need to use the bathroom, save it in your drafts and get back to it when you are in your senses.


5. Have an effective subject line

Consider using a desired action rather than brief subject matter to have your email answered. The subject line makes or breaks an email and will determine whether readers will actually click on your message.

For example, "Urgent Action Required" might get a better response than "Last minute changes".


6. State benefits clearly

When pitching a proposition, always remember to state what's in it for the reader. Make sure the incentives are realistic, the exchange is fair, and there truly are benefits to the receiver. Understand how tempting your promises might be to yourself before expecting your readers to give a reasonable response.


7. Pretend your email is a face to face intro

When meeting a person first off, we never ramble on about our lives. We briefly introduce ourselves after which we wait for the other person to respond. The same goes for introductory emails. Keep your story short so that your reader can digest it, while you sense the mood from their response.


8. Font matters

Choosing a font that is presentable, not bold and of a legible size is what will make people want to read your email. Send something in complete Bold Caps and it might just send across a message that the sender is insecure, unfriendly and above all, has the mental capacity of a toddler. 

Save the uppercase and bold for highlighting important parts of your email.


9. So does formatting

Make emails easier to read and quicker to skim through by using bullet points, lists, short paragraphs. Highlight keywords (bold or italic) for emphasis, without going overboard. 



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