Seven Deadly Sins of Emails

THE DIFFERENCE BETWEEN GOOD AND BAD EMAILS

TIP OF THE DAY. 

Seven Deadly Sins of Email:  (Ashton, 2005, p.13)

1.  Don't copy emails unnecessarily to colleagues
2.  Don't use email for complex or emotive issues
3.  Don't be too informal
4.  Don't hit the reply all button by mistake
5.  Don't be too verbose
6.  Don't send structureless messages
7.  Don't subscribe to email publications you don't read

How many can admit committing one of these sins?
I ADMIT IT!

Let's take a poll.  Comment:  Yes or No?

Examples of Bad Content in a Body of an Email Message

THE DIFFERENCE BETWEEN GOOD AND BAD EMAILS

Has this bad email issue been handled correctly?  

When we write an email we need to research, organize and compose the body.  This is very important to put your ideas in an organized fashion so that the reader clearly understands what you are saying.

Examples of bad content in a body of an email message:

Example 1



SUBJECT LINE:  PROJECT ON SAVING THE SEALS

Attention: Amy Wright:

In reviewing our project on saving the seals from Florida.  We have came to the conclusion we still need more information on this subject to be allowed funding for this project.  Can you give me more information on where the donated funds will be directed to?  These are some of the questions raised in our meeting last week with the CEO.  Also will we need to send employees there for work?  Will we need to fund the airfare and expenses if travel is involved?  How many other companies are involved in the fund raising of "Saving the seals?"    We will need to set up a meeting shortly to discuss this further.  I am sure I have more questions, I just can't think of them now.


Regards,

M. Mazza
Manager of Advertising & Promotions


Example 2

SUBJECT LINE:  EMPLOYEE BENEFITS

Attention: Amy Wright:

How are you today?  It was great seeing you the other day at lunch.  I loved your casserole.  I will try that recipe next week.  Please give me your feedback when I finish it.

I find the employee benefits are not covering the basic necessities for dental/health and I have been receiving complaints that a half hour break for lunch is not long enough.  Employees keep complaining and they would prefer to work longer and have a more enjoyable lunch break to get their personal errands done before coming back to their desk to work for the rest of the day.

Our dental and health benefits cover $400 a year for dental and 50% coverage on prescriptions and we do not have any privilege for professional services, such as chiropractors and physiotherapy.  Can we get this changed? 

I hope you think it is a good idea.


Sincerely,

M. Mazza
HR Department

Please let me know how you would re-write the above bad body of content examples to good bodies of content?

How To Write a Good Body of Content in an Email

THE DIFFERENCE BETWEEN GOOD AND BAD EMAILS

We've decided to write an email rather than use another communication channel.
We went through differences between bad subject lines and good subject lines. 
Now lets find out how to write a good body of content for emails.

Take a look at this informative video from MindTools Corporation. 

James Manktelow & Amy Carlson explain some tips and rules for writing effective emails.





Good Email Subject Lines



THE DIFFERENCE BETWEEN GOOD AND BAD EMAILS

What?????  I don't understand!

See Blog entry for Bad Subject Lines:  January 27 blog entry


EXAMPLE 1: subject line 'Help!'  

Readers may immediately ask themselves what kind of help? Is there an emergency?  Is this urgent?  Having a one word subject line is very vague.  When your in the middle of your busy day this is the last thing you need.  This email can be easily deleted out of anger.

EXAMPLE 2: subject line 'Re. Re. Re. advertising.' 
       (response in the body of email)       Yes I totally agree!

Readers may immediately ask themselves what are they answering yes too?  I don't have the best memory and I can't even remember what I had for breakfast some days.  You can tell this email has been passed back and forth a few times.  You can tell this by how many 're's there are in the subject line.  The subject line was not recently changed.   The reader will have to go back in the email trails to find where the question was for them to answer, 'Yes I totally agree!'

Bad Subject Lines revised to Good Email Subject Lines 

Line 1 : Subject:  I need help to reorganize the store room closet.
Line 2 : Subject: Does everyone agree on the advertising promotion flyer?
        (response in the body)   Yes I totally agree!


During our busy work day we have hundreds of emails a day. Time is money and time is precious in most companies.  The best subject lines are very clear from the start. This will make the reader aware of what the subject will be about.  They can decide the level of priority and if they need to read it right away.  Remember always inform your reader as best as possible in the subject line what you are writing your email for.