Email: 10 steps to success

Some emails get answered, some don't even make the 'To Do' list. There's no magic formula to ensure your emails get read, but there are a number of things you can do which will increase the probability. It centres around simple rules of courtesy and not wasting other people's time

Use specific subject lines
Always include a subject line in your message. These allow the reader to prioritise, search, and file the message appropriately.

The subject line is probably the most important criterion that determines if and when the recipient will read your message, so it is important to make it meaningful.

For example, when sending a message about an upcoming meeting, the subject line ‘meeting’ is not nearly as effective as ‘Important Production Meeting Wed, 4 Jan, 1100.’ However, every meeting cannot be labelled ‘important’ or ‘mandatory’, or it loses its effect.

Keep messages precise and to the point
Email messages should rarely be longer than one page. Put important information in the first paragraph so the reader can immediately determine its urgency and relevance. If you are asking a quick question, end the message after it is asked. Otherwise, format the message into easy-to-read sections using appropriate bullets and paragraph breaks. Keep to one subject. If you need to discuss another subject, it may be better to send a new message, so the recipient can file the message in the appropriate folder.

Do a spell check
This is a must. Poor spelling detracts from the content of your message. Rather like talking to a priest with spinach in his teeth, it’s difficult for the reader to take what you have to say seriously. Most Windows-based email clients come with a spell-checker. If yours doesn’t, then compose the message in a word-processing program and then cut and paste it into your email after checking the spelling. In general, it never hurts to get a friend or colleague to cast a ‘fresh eye’ over your work before you send it out.

Do not overuse mail distribution lists
Limit the use of distribution lists, as the information in your message may not be useful to everyone on them. In addition, before sending a message to a mail list, ask yourself if the message is necessary at all. Use caution when replying to distribution-list messages, ensuring that you reply only to the sender and not to the entire list, unless a reply to all is appropriate.