Write the best email of your life
One of the most common things I'm asked is how to write better emails.
It's one of the things we do every day, yet many of us haven't thought hard about how we might make them really shiny.
So here's a few things to avoid:
1. Keep it warm but professional
I recently heard from a friend who has an HR director who signs off her emails "Love Jenny".
I adore this - because who couldn't love Jenny?! - but it's probably not the norm for most workplaces.
You could still inject warmth - “so good to see you this past week”, “can't wait to catch up soon”, “excited for the weekend” etc are all not necessary to the email, but add a little humanity.
2. Proofread!
I know, I know, but honestly, take a minute just to scan for repetition or anything that doesn't really earn its spot on the page.
I also always say not to spend too long on your comms, so this shouldn't be an hours-long exercise, but just check that you have their name right, that you've said what you needed to in a concise way, and there aren't any glaring typos. And get acquainted with the 'undo send' button which saves me on a weekly basis!
3. Signpost
Some people use the subject line of the email super effectively, for example:
ACTION NEEDED: Signature needed by EOD
ADVICE PLEASE: Could you look over this before I send to client?
UPDATE: FYI on upcoming meeting.
Think about the whole email being read on a phone and being scrolled through, fast.
Give clear signposts - each sentence should be working hard for you, and leading the sender through a logical flow.
Don't be nervous to send email - it's a great way to make a good impression and nail your asks.
This week’s Dear Kate
Dear Kate,
While discussing my work with my team lead, I am often do what I call a 'word vomit', where I upend all the information I have on them.
I have since started to be mindful of such behaviour and when I catch myself doing it, I tell the audience that, 'Sorry, let me take a step back and start over'. I wonder if this sounds silly or unprofessional because the two times, I have done this the person laughed.
Thanks,
Naureen
Hi Naureen,
I think you're halfway to solving this problem - because you are aware of it happening!
Knowing you're doing something and noticing it is always the first way to re-think a communication habit.
I often coach people to consistently notice first, then decide if you want to change anything, later.
The fact that people might laugh isn't necessarily about you - sometimes it's discomfort or embarrassment, or maybe relief, that you're giving them time to catch up!
Two things I'd recommend here.
Think about the structure you might use to talk to your audience. Are you using a clear headline, example and what's next structure? This will help contain the 'vomit' as it were, and give you an off-ramp to stop talking, too.
Physically slowing down will also help as it gives you time for your mouth to catch up to your brain - you'll feel more in control of your message, too.
Good luck and go get 'em!
See you next week,
Kate 💫