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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?
- problem solver
- 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
- Twitter’s #inboxzero
- UAB’s Information Engineering and Management (IEM)
- Getting Things Done by David Allen
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