005: Seven Steps for More Effective Communication Via Email [Podcast]

Email probably wastes more time than any other activity in the modern office. Email is just easy to send and easy to copy everyone without thinking about who needs the communication. Yet, as easy as it is to communicate via email, it is not always effective. Today we will explore seven steps for making your email more effective.

effective communication via email

Photo courtesy of ©iStockphoto.com

Click to Listen

*NOTE: If you are reading this in email, you will need to go to Itunes or my blog to get access to this show.

 

Seven Steps to More Effective Email

Step 1 – Define the purpose of the email

  • General information
  • Providing or requesting information
  • Answering a question
  • Asking for something
  • Setting a meeting
  • Follow-up on a previous discussion

Step 2 – Draft the email text first (before adding addresses)

  • Start with purpose
  • Define what actions I want the reader to take
  • Define how I want the reader to respond

Step 3 – Ask yourself “Is it really needed?”

  • Is it important?
  • Is it helpful?
  • Who should get it?

Step 4 – Review the email draft and edit

  • Read it aloud
  • Does it portray your brand?
    • leader
    • communicator
    • problem solver
    • whiner
  • Spell check
  • If you are replaying or forwarding, verify you are not sending sensitive information.

Step 5 – Add addressees in the to, cc, and bcc fields

  • Who do I CC?
  • Do I CC myself?

Step 6 – Hit send 

Step 7 – Stage followup activity

  • Was it a delegation?
  • Am I expecting something in return?
  • Have I committed to a future action?
  • Do I need to file the CC

References for Effective Communication Via Email

 

Subscription Links

If you are like me, you listen to podcasts when you are busy doing other things – like exercising or driving. The easiest way to do that is via a podcasting subscription such as Itunes. So, if you have enjoyed this podcast, please subscribe:

podcaststips_icon20070905

 

 

Your Feedback

If you have suggestions for a podcast you would like to hear  or a question about an upcoming episode, e-mail me.

Also, if you enjoyed the show, please rate it on iTunes and write a brief review. That would help tremendously in getting the word out! Thanks.

Please note: I reserve the right to delete comments that are offensive or off-topic.

Leave a Reply

Your email address will not be published.