Not Everything Requires a [Zoom] Meeting
Let’s get back to the basics of how to write an effective email.
I recently read an article about “zoom fatigue.” It seems that during these unprecedented times when everyone is working from home, Zoom has taken over our lives. While there are many benefits of Zoom, we shouldn’t forget the original electronic form of communication — email.
If you just let out a groan or are thinking “I get too many emails,” “No one reads them…” I hear you! During normal times, I travel a lot for work and there’s nothing worse than coming home to a full inbox and trying to prioritize what is urgent and requires action versus a company-wide email on a policy update that doesn’t pertain to me. I’m saying this as someone who works for a small company… the larger the organization the more emails tend to flood your inbox! So, let’s lead by example and get better at writing emails.
As one of the largest employers, the military once again paves the way and has a couple of tips that can be easily implemented in any organization.
1. Write a good subject line.
Subject lines are important because they’re the first thing you see when you open up your email. A good subject line keeps your inbox organized and cues you into what’s important. The military makes the most out of their subject lines by not only providing an accurate preview to the content but also by including keywords as to how the receiver needs to respond (or not). Here are some examples of keywords:
ACTION — Compulsory for the recipient to take some action
SIGN — Requires the signature of the recipient
INFO — For informational purposes only, and there is no response or action required
DECISION — Requires a decision by the recipient
REQUEST — Seeks permission or approval by the recipient
COORD — Coordination by or with the recipient is needed
Using these keywords helps individuals know what to expect before they open the email and also what you expect out of them.
2. BLUF
No… not in the gambling sense of the word. BLUF stands for Bottom-Line-Up-Front. This means putting the most important details of your email at the beginning. Include the 5 w’s (who, what, where, when, why) in a concise manner. After you provide the BLUF, go on to provide background, expectations, and task assignments. You can do this by including a “Bottom Line” or “Overview” section to start. One of the great things about email is you can edit them! We have the luxury of time, so they don’t need to be a stream of consciousness style of writing. Type out your thoughts and then reorganize them in a way that makes sense with the bottom line upfront.
We’re all grappling with how to effectively communicate during remote work. As I wrote in my previous blog, there’s a time and place for each method. An email is still a great form of communication when the intent is to set expectations or simply relay information. Don’t let the new shining forms of technology replace a well-written email.
