The writer may take e-mail for granted by writing Long Emails. However effective e-mail communication is as much a skill as anything else. When used effectively, e-mail can be a powerful tool. However, one of the top e-mail inefficiency is message length.
One of the top reasons your e-mail is not getting read is because it is too long. Writing long emails doesn’t mean you are getting more work done. As people are fighting to get inbox empty, the last thing they want to do is read a multi-page tedious email.
Top reason, why your emails are Long Emails :
- You don’t know what you are trying to say. – It is like someone calls you & says, “What’s up? I don’t know…….. you called me”. Hold that email until you have something specific to say or ask.
- Your signature is too long. – Your half page signature doesn’t need to be on all of your emails. Do not send emails with a one word response with a half of a page of signature.
- Emails are not books – If there is additional information, attach supporting documents. If you are putting a large table in your email, stop & think whether it should be in an attachment.
- You are spamming – This happens often in larger organisations. Employees feel he / she need to send each other lengthy updates of what they have been doing.
- You are confused – Don’t write a two page email to ask a one line question. Let be a direct communication.
- It shouldn’t be an email – Don’t send an email, when it should be a meeting or a phone call. Sometimes emails isn’t the right medium for your message. If it is taking more than a few lines to explain, then go & talk to the person you need to communicate with, instead of writing Long Emails.
- You don’t edit your emails – After you write an email, you should edit it before sending. Besides the obvious spelling & grammatical errors. You should be editing for content, meaning & conciseness.
- Confirmation of receipt & revert request – Do not ask for the confirmation of receipt of your email to reader. Instead use the option of ‘read receipt’ request. Till the email bounce back, it is assumed delivered. May be also delivered in Spam folder. If reader has some question, obviously he will revert. Not necessary to request for the same.
You can schedule email outlook to send an email at specific time, provided the Outlook is connected to server & the application is not closed.
