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Do you know there are approximately 3.7 billion emails users across the globe and according to the research done by Radicati Group there are 205 billion sent per day.
This makes 205 billion email messages per day means 2.4 million emails every second and around 74 trillion emails per year.
A huge number right? This tells us the importance of email in our daily life. Have you ever thought that when you are communicating with email, you are actually representing your brand. Just like a resume is the first impression for any candidate, email is the first impression which represents your brand. When done right or wrong email can leave a lasting impression for your brand. So here we would like to alert you with these all-too-common email mistakes that can save you a fortune:
Long Emails Suck:
Are you from the 90’s? If yes you might be sending long emails that take hours to read and even more to reply. With the current time and space, people do not have much time to spend on their emails. While getting your message across in a must you need to make sure that the message is crisp and short. The attention span of a normal adult is 8 seconds, so it is important to send your message across and make every moment count.
Too many people are included in the email:
Often times we get proposals from people who are beautifully crafted, but the only problem is, there too many people addressed and when the time comes for us to reply, we get confused which one we are supposed to address. While drafting an email keeps in mind to whom you are writing an email to. And if there are superiors you want to address, keep them in CC. This will automatically mark them as important people but only to keep an eye on the email.
Do not write half-done emails:
There is a difference between being concise and being terse. Do you often find yourself sending shorthand messages? If yes, do not apply this to your email. An email has a purpose. To inform, to ask, or to request for something. Before writing an email make sure you have that purpose in mind and state that purpose in your email. Avoid using jargons which itself is a frustration for the non-technical guys and makes things worse.
Keep it simple:
This is often the most misquoted statement. In life and in business make sure to keep things simple. If you want some specific thing in an email, list that in the first few lines. No need to lay down the background. Just ask the thing, or if you have some news, share the news right in the start. For the other guy, it shouldn’t take long to understand what you are trying to say. And if does there will be an exasperating back-and-forth flow of emails that will be difficult to time-consuming and difficult to digest.
As far as composing an email, we would like to cut from Mark Twain’s writing style. He developed a powerful and memorable voice, but the best part was being edited his voice himself and made it easy to understand. As per his words
“Anybody can have ideas — the difficulty is to express them without squandering a quire of paper on an idea that ought to be reduced to one glittering paragraph.”
Take out some time to craft your emails. No need to rush to perfection. You can start small and grow. A good resource is ReallyGoodEmails, check it out and master the art of email.
However, one characteristic we would not suggest you adopt is to go for is a negative attitude. In emails, there is no voice tone, facial expression or physical gestures but as they say, it is not what you say that is important, it is how you say it which matters. You need to a have a powerful start.
The next time you are willing to send an email start with the following:
- Use the subject line to list your purpose of the email. This will give user hands-on knowledge of what is coming ahead.
- As mentioned above, clearly mention your purpose in the first few lines. Do not wrap it up and present it, in fact, make it simple and short.
- If you are assigning the tasks to some specific person make sure to highlight the names and if there is some point you want to emphasize make sure to state that in BOLD letters.
- No matter what happens, do not lose your temper in the email. Keep it as delightful as possible. This will not just put your audience to think that you want business, it will also create more impact.
The next time you’re in your email account, take a closer look at your sent folder. Everything you need to know about your email brand is contained within. If you don’t like what you see, tomorrow is another day. There’s always another chance to share your email reputation.
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