I'm frustrated at work because too often I send out emails that never get a reply and I'm not sure they ever get read. What can I do to change this?
~Ron
I feel your pain and I'm also to blame! I'm guilty of not reading every email or I intend to read one later and then forget about it and once it falls "below the screen" the chances of me ever reading it are greatly reduced. Everyone is so busy these days and bombarded with email messages, snail mail, phone calls, text messages and social media - Facebook and Twitter - it's a lot to manage! So - you need to make your emails stand out!
Before I offer you tips for emails --- consider this --- if there is someone at work who you REALLY care about receiving your messages - ASK THEM - how they like to receive information? I worked for a boss who told me NEVER send me an email - "I wont read it" ... call me instead. Some people are more apt to respond to a phone call or a message on Facebook than an email message or they may prefer that you interact with them fact -to- face. So - you need to find this out!
...and - if the message is really urgent - it may make more sense to call them! You never know how often someone is checking their email. Or text them and say "check your email" as some of us are more inclined to see a txt message before an email!!!
As far as getting people to read your emails ...here are 7 suggestions...
1. Always include the subject in the subject line to alert the recipient to the content of the message. Emails without subjects are likely to be passed over or deleted. Consider adding "URGENT" or "NEEDS ACTION NOW" - but only if it is in fact urgent and needs immediate action.
2. Change the subject in the subject line if after multiple replies the subject has changed - otherwise recipients will likely pass over it thinking it’s something they already read and may miss NEW information.
3. Keep your emails brief. Few of us have the time to read an email novel and will skip over those that are too lengthy. “Attach” additional information as necessary.
4. Be clear about what you want the recipient to do. Let them know if the email is for information only or if you want them to take some sort of action.
5. Flag your email as “priority” only when it is. If you flag every email as priority your recipients won’t know when it truly is and wont be as likely to respond. Think “Boy Who Cried Wolf Scenario”.
6. Use BCC and CC... and be careful about "reply all"... when my inbox starts filling up with the same message over and over with "replies from all" the recipients... it is likely they wont all get read! Again - another good reason to CHANGE the subject line when the information changes.
7. If you are still awaiting a response after several days it's ok to re-send... maybe add a note "Re-sending in case you missed it - thanks!"
I hope that helps your email communication.... send me an email and let me know! I'll be sure to read it:)
Deb
Before I offer you tips for emails --- consider this --- if there is someone at work who you REALLY care about receiving your messages - ASK THEM - how they like to receive information? I worked for a boss who told me NEVER send me an email - "I wont read it" ... call me instead. Some people are more apt to respond to a phone call or a message on Facebook than an email message or they may prefer that you interact with them fact -to- face. So - you need to find this out!
...and - if the message is really urgent - it may make more sense to call them! You never know how often someone is checking their email. Or text them and say "check your email" as some of us are more inclined to see a txt message before an email!!!
As far as getting people to read your emails ...here are 7 suggestions...
1. Always include the subject in the subject line to alert the recipient to the content of the message. Emails without subjects are likely to be passed over or deleted. Consider adding "URGENT" or "NEEDS ACTION NOW" - but only if it is in fact urgent and needs immediate action.
2. Change the subject in the subject line if after multiple replies the subject has changed - otherwise recipients will likely pass over it thinking it’s something they already read and may miss NEW information.
3. Keep your emails brief. Few of us have the time to read an email novel and will skip over those that are too lengthy. “Attach” additional information as necessary.
4. Be clear about what you want the recipient to do. Let them know if the email is for information only or if you want them to take some sort of action.
5. Flag your email as “priority” only when it is. If you flag every email as priority your recipients won’t know when it truly is and wont be as likely to respond. Think “Boy Who Cried Wolf Scenario”.
6. Use BCC and CC... and be careful about "reply all"... when my inbox starts filling up with the same message over and over with "replies from all" the recipients... it is likely they wont all get read! Again - another good reason to CHANGE the subject line when the information changes.
7. If you are still awaiting a response after several days it's ok to re-send... maybe add a note "Re-sending in case you missed it - thanks!"
I hope that helps your email communication.... send me an email and let me know! I'll be sure to read it:)
Deb
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