You're busy, there are problems to solve - you fire off emails but nothing seems to happen. Does it feel like your emails are simply ignored?
Here are 9 ways to ensure that your emails get acted on appropriately.
1. Choose a strong and relevant subject line
People are busy. Some people receive hundreds of emails per day. If you want your email to get the attention it deserves then make it stand out. Help the recipient understand the importance of your email - even if they're someone who you email regularly.
2. Use "To" and "Cc" appropriately
Make sure you use the "To" line for anyone who needs to take action from your email. Anyone in the "Cc" line will likely view the email as purely informational so they might just skim over it if they're busy. Be careful not to overcrowd the To line - you'll get a better response if the the email is addressed to just one or two people.
3. Do your groundwork
You'll get a much better response if you write an educated email that is on target, anticipates obvious queries, and shows that you're serious about the email.
4. Add context, and frame the problem
To help your recipient prioritise the email, set the scene by wording your message in such a way that it portrays a sense of urgency within the context of the problem.
5. Use clear, consise statements
Sometimes your emails will need to tackle complex issues. Be wary of rambling on and "thinking out loud" - this reduces the power of your email. A well thought-out and well structured email will demand a well thought-out response.
6. Target your language to that of the reader
Try to use language your reader understands and values. Different words are required for e.g. designers vs developers, accountants vs marketing, associates vs executive team.
7. Re-read your email before sending it
minor errors are likely to be overlooked, but incoherent or incomplete emails may just be ignored. It's easy to miss out a key word when converting your thoughts into written communication, especially when you're busy or stressed - sometimes the missing word can completely change the meaning of sentence ("This is required..." vs "This is not required...")
8. Summarise the action points
Unless your email is very short, then it can be a good idea to summarise the key action points at the end of the email so it is clear what is expected and when. If the email is addressed to multiple people then be sure to assign a name to each action. You can literally list out the actions out as "Actions: ..." or "Next Steps: ..."
9. Don't cry wolf
If there's someone that you email more than 3 times a week then make sure you let them know which emails are really important and require immediate attention as opposed to informational emails or lower priority requests. For less important emails or those that don't require anything to be done then consider adding "(FYI)" or "(info)" to the subject or first line of the email. (FYI = For Your Information)
Taken one at a time these suggestions might not get the effect you desire, but taken together you'll be writing clear, effective emails that demand attention and get results.