GET YOUR EMAILS READ NOW
by Jennifer Leon, Client Account Representative for Allied Affiliated Funding
Email still reigns as the greatest form of workplace communication. Emails make it easy and instantaneous to update or respond to a coworker or to get information to an existing or potential new client. This, along with the lower cost comparison to other marketing strategies, is part of the reason why email marketing continues to be one of the most effective channels used to stay connected with our customers. However, between our office and personal correspondence combined with all of the promotional emails we receive, our inboxes are overloaded. We are flooded with emails daily, making it overwhelming and utterly impossible to read and respond to every single one.
Therefore, we need to learn how to send emails more effectively to the appropriate party, increasing the likelihood of our emails actually being read and a response received, not ending up in the dreaded deleted folder.
I believe there are FOUR easy tips you can implement to prevent your emails from getting lost, deleted or caught in the large puddle of spam.
The Subject Line Matters.
Try these three simple rules for writing your next subject line: short, catchy, and informative. The more personalized the subject line, the more likely a person is to open your message. Remember, don’t overthink your subject line, as being short and specific to your request is the key.
If you are wanting something from your client, try writing “Request for Sales Order #1234 to Process Transaction,” instead of being vague and just writing “Sales Order.” You have already given your reader a clear and informative synopsis before they even read the email. This puts the reader in a calm and focused state of mind because they already know what you want. They don’t have to decipher the email to figure out your intent.
Before You Hit Send.
Timing is a very important factor when deciding when to send an email. If you don’t want your email to get stuck in spam or buried in junk mail, it is crucial not to send it during heavy email traffic periods. According to researchers, the worst times to send emails are Friday afternoons and Monday mornings. Most people are ready for the weekend or are coming back from it, so they are less likely to open your email.
So, when is the best time to email a potential client or coworker? Mid-day in the middle of the week. People tend to be less stressed and more focused on the tasks at hand during this timeframe.
Content is Key.
You can discourage people from reading your emails or even prompt them to hit the block or unsubscribe button if your content doesn’t follow certain key rules:
- Get right to the point: It is okay to write out your thoughts in the email to figure out what you want to say to the reader. However, try to cut the “fluff” as much as you can. Your audience should be able to know what you need from them by the third sentence.
- Keep it short and simple: Use short paragraphs and incorporate bullet points. Keeping your email looking clean helps the reader understand your content more easily. It will increase the probability of your entire email being read. If you finish typing your email and it looks too long, then you need to give that person a call instead. They will never read it all. Another option is to send that person a summarized email and save the details for a later call. Again, no one wants to read a long email!
- Check for errors: Having grammatical errors can distort the message. Read your email out loud and triple check for spelling and punctuation. Try sending yourself the email or having coworkers proofread it. Getting another person’s perspective can also help determine the value of the message.
- Clear and definitive call to action: End the email with a specific call to action. Emails tend to contain a lot of information, so the sender needs to specify what needs to happen next. An example would be, “I will call you tomorrow at 3:00pm CST to review our reports.”
Do Your Research
Make sure the person you are emailing is the best person to help you. Sometimes, it is easier to call the office to confirm that emailing is, in fact, the best way to reach them. Not everyone checks their email every day, so sometimes an email followed up by a phone call can be more effective. Also, remember not to abuse the “reply all” button. Only email those who need to be included in the message.
Finally, and most importantly, remember to keep it professional and watch your tone. Less is always more, and a simple “please and thank you” go a long way.
Following these FOUR tips will help you send more effective emails and receive quality and timely responses. If you think you already do a great job sending emails, test yourself. Review the last five emails you sent. See how many of these tips you are already using and identify which ones you may want to incorporate in the future. Remember not to panic or rush. With the increased use of instant messaging and more millennials in the work place, many of us treat our emails like our phone text messages. Take your time to convey your message! Even though our telecommunication is changing around us drastically, always remember your audience.
Email is still the highest form of communication in the workplace. For now, we must master the art of sending effective emails to get our information across. While none of us know what the future holds regarding our communication, rest assured that Allied will be here to help you learn the tricks and techniques to keep you connected with your customers, coworkers, family, and friends.