Email: Command attention and get results

Welcome to Career Insider. Communication is the life-blood of virtually any office. The better you communicate with your coworkers, the farther you will go.

We’ve all read emails that leave you going…”Huh?” You have no idea what they just wrote. It doesn’t make sense. “My 5-year-old daughter could have written a better email than this,” you think to yourself.

Many people aren't using email to the fullest, and it could be hurting their career. Yes, something as simple as email can 10x your career prospects.

Here's how to up your game with email.

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COMMUNICATION
The three things every email must have

In office life, where the coffee is as essential as the air we breathe, the humble email reigns supreme as the king of communication. Yet, despite its ubiquity, crafting the perfect office email remains an elusive art form. 

Let’s unveil the three essential ingredients that every office email must possess to ensure your message is not only read but also appreciated and acted upon.

Don’t worry, examples are provided below as well.

1. The Subject Line: Your Email's First Impression

How many office emails have you received with [No Subject] as the subject?

Not good.

Imagine your email as a party invitation. The subject line is the glittering envelope that promises an unforgettable event. A well-crafted subject line is concise yet descriptive, offering a glimpse of the email's content.

It should be specific enough to convey the purpose but intriguing enough to spark curiosity. Avoid the dreaded "Meeting" or "Update" and instead opt for "Team Strategy Meeting - Agenda Attached" or "Quarterly Update: Key Highlights and Next Steps."

Remember, a compelling subject line is your first step in ensuring your email doesn't end up in the digital abyss of unread messages.

2. Clarity and Brevity: The Heart of the Message

Once your subject line has successfully lured your recipient into opening your email, the next challenge is to keep them engaged.

Basically, you’re taking on the role of a salesperson here, especially if you want that person to do something for you.

The key here is clarity and brevity. Time is a precious commodity, and no one appreciates wading through a sea of text to find the point.

Start with a friendly greeting, get straight to the purpose of your email, and use bullet points or numbered lists to break down complex information.

Be polite but direct, and always end with a clear call to action or summary of the next steps.

Your colleagues will thank you for respecting their time and making your message easy to digest.

3. The Signature: Your Digital Handshake

The email signature is often overlooked, yet it serves as your digital handshake, leaving a lasting impression.

A well-designed signature should include your full name, position, company, and contact information. It can also be a place to showcase your personality or company culture with a tasteful quote or a link to your professional social media profile.

However, keep it professional and avoid cluttering it with unnecessary graphics or excessive information. A clean, informative signature reinforces your professionalism and makes it easy for recipients to contact you through other channels if needed.

In the next section let’s dive into some examples to put these concepts together.

EMAIL EXAMPLES
This is what great emails look like

Let’s take a look at a couple of examples of great emails.

Subject: Project Phoenix: Weekly Update and Next Steps

Hi Team,

I hope this message finds you well. I'm writing to provide you with the latest updates on Project Phoenix and outline our next steps.

Key Updates:

• Milestone Achieved: We successfully completed the initial testing phase last Friday.

• Feedback Received: The client provided positive feedback, highlighting the user-friendly interface.

• Challenges: We encountered minor issues with data integration, which are being addressed.

Next Steps:

1. Finalize the data integration by Wednesday.

2. Prepare for the client presentation scheduled for next Monday.

3. Submit any additional feedback by Thursday.

Please let me know if you have any questions or need further clarification on any points.

Best regards,

Alex Johnson
Project Manager
[Your Company Name]
[email protected]
(123) 456-7890

Notice how this email is not only brief and to the point, but it’s also easy to read. Bullet points help improve readability drastically.

Let’s take a look at one more example using bullets.

Subject: Request for Assistance on Project Atlas

Hi Taylor,

I hope you're doing well. I'm reaching out to ask for your expertise and assistance with Project Atlas. As you know, we're in the critical phase of developing the new feature set, and your experience with similar projects would be invaluable.

Specific Areas Where Your Help is Needed:

• User Interface Design: We need to refine the UI to enhance user experience, and your design insights would be greatly appreciated.

• Data Analysis: Your skills in data interpretation could help us better understand user feedback and make informed decisions.

Proposed Collaboration:

• Meeting: Could we schedule a meeting this week to discuss your potential involvement? I'm available on Wednesday and Thursday afternoons.

• Resources: I'll provide all the necessary project materials and background information before our meeting.

Your help would not only help us meet our project goals but also ensure we deliver a high-quality product. Please let me know if you're available and interested in collaborating on this.

Thank you for considering my request. I look forward to the possibility of working together.

Best regards,

Susan Smith
Software Developer
[Your Company Name]
[email protected]
(555) 123-4567

Use these email templates as a guide to help you write emails that work. Little things, like effective communication in email, will help separate you apart from your coworkers who don’t do this well, and it will put you in line for that next promotion.