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6 Tips for Writing Concise Emails

June 24, 2019Lori Rohrbach

Mark Twain once said, “I didn’t have time to write a short letter, so I wrote a long one instead.”

Writing succinctly takes thought. And thought takes time. Approach your emails with brevity in mind and you become a more proficient email writer. Here are some tips and an example below:   

  • Gather Your Thoughts

Before taking your first keystroke, think about the purpose of the email you are about to compose. Have an outline in your mind of what you need to say and why.    

  • Open with a Simple Greeting

Greetings are polite, but keep them short. Reserve personal thoughts for a p.s. at that end.

  • Lead & Conclude with the Outcome You Want

If your email seeks a response, specify that up front and reiterate it at the very end.

  • Write in the “Active Voice”

Writing in the active voice usually makes sentences shorter and sharper.

  1. Active: Our Human Resources Department recommends XYZ insurance.
  2. Passive: XYZ insurance has been recommended by our Human Resource Department.
  • Use Bullets

Bullets are easy to write (relieving some grammatical and punctuation pressures) and readers easily absorb them. Use italics and bold to emphasize key words and dates.

  • Eliminate Unnecessary Words!

Phrasing/idioms and words that add nothing to your writing include: “at the present time,” “the fact that,” “in regard to,” “literally,” “needless to say,” “at the end of the day,” and “actually.” Heed this advice from Cornell University English professor and author of The Elements of Style (1918), William Strunk Jr.: “Vigorous writing is concise. A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a drawing should have no unnecessary lines and a machine no unnecessary parts. This requires not that the writer make all his sentences short, or that he avoid all detail and treat his subjects only in outline, but that every word tell.”

Good afternoon, Denise:

Please let me know by Friday if you agree with the following actions, based on last week’s discussion.

  • Set up internal team conference call for 9 a.m. Thursday, March 21  
  • Send approved marketing materials to client by Monday, April 1

I look forward to hearing from you by the end of the week so I can proceed accordingly.

Thanks,

Megan

p.s. I hope things are going well for your daughter in the college admission process!

Author:  Beth Ann Bachmann

Previous post The benefits and pitfalls of the written word Next post Getting Nostalgic about Employee Newsletters

Eight Work-From-Home Etiquette Tips

Eight Work-From-Home Etiquette Tips

 

Whether telecommuting is old hat or something you’ve been forced into as part of the COVID-19 shutdown, here are a few tips to make the experience run smoothly for both employers and employees.

 

Managing expectations

Successful work-from-home strategies always begin with clearly communicated expectations. Make sure your employees have any necessary equipment, tools and resources.  Will they need to track their time? Participate in regularly scheduled meetings? Be available at certain times of day? For employees, know what you’re accountable for and clearly communicate any challenges you’re having.

 

Constant communication

Keep the lines of communication open and be accessible. Check in with employees regularly through apps like Slack, Microsoft Teams, Google Hangouts and Skype, or even an old-fashioned email or phone call. Be genuinely interested in how they’re doing but don’t overdo it. Foster a feeling of trust by not micromanaging.

 

Nine to five…ish

While having a daily schedule is ideal, it may not always be practical right now. Make sure your people know when you need them to be available and try to offer flexibility at other times. They may be juggling school schedules as well as work schedules and working at “off-shift” times may be necessary. Be mindful of employees in different time zones as well.

 

For employees, try to work when you’re at your best, and not when you’re exhausted by kindergarten playtime and fourth grade math. Make sure people know if you will be unavailable at certain times.

 

Taking a break

Getting up and moving clears the head and helps with creativity and problem-solving. Whether it’s a walk around the block or a break for lunch, make time to get away from your desk throughout the day.

 

Signing off

Working from home does not mean being available 24/7. Set an actual end to the workday if possible. Don’t send and respond to messages at all hours. Sign out of messaging apps and close work programs. Understand and respect these boundaries.

 

Location, location, location

When setting up a home office, think about where you will have the fewest distractions – for yourself and for those who may be seeing you and your background on a video conferencing platform. Try to avoid busy spots that may include semi-clad people walking behind you, barking dogs and kids vying for your attention.

 

Conferencing and calls

Be clear about whether you expect people to turn on their cameras during meetings. If so, be clear about how they should be dressed. During calls, mute your phone when you’re not talking to avoid background noise. Headphones can also help with call quality. When speaking, pause frequently so others can participate in the conversation.

 

Social engagement

It’s ok for managers and employees to have some down time together, which may help ward off feelings of isolation. Keep up your normal level of interaction, perhaps with a virtual coffee break or happy hour. Managers should set the tone for how casual to be. Let employees choose what they would like to share, and never pry into areas that were off-limits before.

 

 

Author: Erin Alderfer

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