Seven Things You Can Do to Make Sure People Read AND Understand your Email

People complain about the increasing numbers of e-mail messages they receive, how much work it is for them to handle, how often they are misread, and – worse – misinterpreted.  And it is true, the number of e-mails being sent is definitely on the increase.

The reality is there are quite a number of things that you can do, personally, to assure that your messages are read AND understood.  Here are a few tips:

Keep it short. Very Short.  The shorter the e-mail message, the less there is to read, and the more chance the reader will grasp all of your content. I call this “taking the Twitter approach.” Most people skim; don’t give them much to skim.

Be very clear.  By making sure that the content of your e-mails is very understandable, you can avoid people e-mailing you with questions.  Taking a small amount of time on the front end to read through the message you are about to send can go a long way in avoiding a return question.

Place the main point, assignment, or request in the first line of the e-mail message.  By putting your main point in the first sentence, you can avoid misinterpretations and get readers focused on exactly what you want, right from the get-go.People have a tendency to build up to a conclusion when they write; this tendency makes it very difficult, at times, for readers to figure out what the  main issue or request is.  

Make the subject line detailed.  By including detailed information in the subject line, your recipient will immediately be tuned in to the gist of your message.  Additionally, your recipients will be able to sort and respond with the right priority.  The detailed subject line will also help YOU sort and handle responses because you know exactly what the item entails.

Use only one subject per e-mail.  The reality is that most people skim.  If you put two requests in one e-mail, there is a strong likelihood that only one of the requests will be responded to.  It is more effective to send two e-mails with different subjects, than to incorporate two subjects into one e-mail.  This practice is also helpful for people who want to file the messages.

Place only one name in the subject line, if assigning work.  When multiple names are shown in the subject line, the recipients many times assume that is the other person who will handle the work. This is a great way to get nothing done. By assigning one person to the subject line, it is very clear that you are expecting that person to respond.  And, oh by the way, if that person is the wrong person, he or she will tell you very quickly. 

Avoid controversial or argumentative e-mailing.  When you engage in an emotional discussion via e-mail, the e-mails will fly.  And most likely, and get more heated. Emotional issues should never be handled by e-mail; a phone call or person to person handling of the situation is best.

In summary, clarity and brevity are key. E-mail is here to stay; the sooner you develop productive habits regarding its use, the your email messages will be understood the first time, avoiding YOU extra work.