Writing better emails, a simple guide
With the proliferation of instant messaging (e.g., WhatsApp, Slack), social media (e.g, FB, Instagram) and even non-text based communication (e.g., memes, giphy, emoji) do product managers still write emails at work?
Yes, by god, and a lot of it at work. If you’re under the age of 30 and you don’t write that many emails because you use other forms of communication, just note that older adults at work use email a lot.
So, here are some simple tips to make your emails more effective at work.
What’s email best for?
asynchronous, non-time sensitive communication because the receiver(s) can choose when to read and respond
longer form content, distributed to large groups
documentation and record keeping of non-sensitive information such as decisions
What email isn’t good
Immediate response. I know it’s hard, but please consider picking up the phone, texting, or even better, finding the person to talk in person.
Conveying emotion, tone, or feeling. Who hasn’t had their email interpreted incorrectly?
Discussions. Ah, the dangerous “reply all”.
Principles to better emails
Good subject line. Consider putting the action in the subject line (e.g., "Response required: [topic]", Decision documented: “[XYZ]”)
Know your audience, who you are sending to, copying, and blind-copying before you start drafting.
Have a goal: Know what you want your audience to do after reading the email. Is the email to:
Inform (e.g., tell people about an organization change)?
Request input (e.g., seek opinion about a decision)?
Demand action (e.g., tell someone to fill out a form, ask someone to answer questions)?
Review your tone. Generally, don't write when angry.
Proof read and edit after you’ve drafted, not during.
Ask yourself, if another form of communication method is better.