Writing Effective Emails – Communication Skills Training
May 28, 2014 1 Comment
Why is Writing Effective Emails so difficult?
I’ve heard many theories about the challenges of writing effective emails including:
- “Many of the people sending email only think about their needs – it’s all about them”
- “They don’t know what customer service is”
- “Everyone is just too busy – trying to do too many things”
- “They don’t know how to write”
But could it also be that Reading Email Effectively is difficult? When I ask about email reading, people also tell me their theories including:
- “The people reading my email don’t listen [read] – they jump to conclusions about what I’m asking”
- “They don’t read anything past 140 characters [a generalization… but we know what they mean]”
- “They find my first question and answer it – then move on to their next email”
- “Young people don’t care; they’re lazy and it’s all about them”
I believe… all of these writing and reading challenges are true… but not all the time and not about all people / situations.
I believe… that no matter what the reason is, with a little training everyone can become great communicators and brand ambassadors.
I believe… that as email readers we share some of the responsibility. Just like good listeners are important within a productive conversation. Otherwise – we only have two people talking AT each other… or in the email case… two people emailing AT each other.
Learning To Write Effective Emails
As email writers it’s important to learn to write in a way that engages our readers.
As email readers it’s important to give our writers the chance.
As email writers we have most of the control over our message and by extension… our personal and corporate success, productivity and reputation. Here’s how…
As email writers we are a supplier and our product is one email… and then another… all day long. We have seconds – perhaps minutes to create and deliver an email. And, when our email lands in front of our customers (our readers), they decide in a matter of seconds if they are going to buy our email – or in this case read AND invest in understanding it.
Oh… and we have competition… other email are arriving constantly… competing for their attention.
So, as a supplier we have to accomplish a lot in a very short timeframe; we need to do a great job of:
- Attracting our customer’s attention
- Keeping our customer’s attention
- Being THE trusted supplier that helps our customers satisfy THEIR needs
This is where Communication Skills Training specific to Writing Effective Emails makes a difference. Every time we write an email we need to know how to use our next few seconds to efficiently:
- Get to the point
- Have a professional tone
- Eliminate unnecessary / filler words
- Manage additional / background information
- Support your personal and professional brand / reputation
- Use a layout that focuses your reader’s attention on the main points
Conclusion to Communication Skills Training
Communication skills training provides the information and the tools needed to demonstrate confidence as we write effective email and prioritize the information that’s important to our reader. I’ve experienced that email and communication skills training also helps participants become better email readers – taking more time and not jumping to conclusions… as often.
Happy communicating, harmony and email writing training.
I’d enjoy it if you would share your thoughts on why Writing Effective Emails so difficult in the comments section at the end of this blog post.
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Bruce Mayhew Consulting facilitates courses including Email Etiquette, Managing Difficult Conversations, Multigenerational Training, Time Management and Mindfulness.
Find answers to your Professional Development questions / needs at brucemayhewconsulting.com.
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I’d enjoy reading your comments on this post.