Category : Career and Skills Development | Sub Category : Posted on 2021-07-29 13:09:42
According to statista 306.4 billions were sent and received every single day in 2020 and this number is going up every single day. In this world of emails, how do you make sure you are emailing like a pro. In this article we talk about tips on how to write and send better and effective emails.
Do not abuse the word “URGENT”
This is urgent, I need it back asap, it is super important because it is in all caps. To be honest, when someone sees “urgent” in an email subject their heart starts to race, they think about urgent things. If you overuse the word urgent, you run the risk of people taking you less seriously when it’s actually urgent down the line.
If your email is longer than three paragraphs, STOP
Long emails are really tempting to just archive or ignore or delete. Super long emails also create something you would call “psychological guilt.” If you spent two hours writing a small novel in your email people would feel bad replying with only two sentences. So they don’t reply at all, they literally ignore it in their inbox until it’s no longer relevant. You should have rather called them because maybe that email should have been a call in the first place. If it’s longer than two paragraphs, consider calling, it’s easier for both of you.
People often think that emails can be less formal than traditional letters. But the messages you send are a reflection of your own professionalism, values, and attention to detail, so a certain level of formality is needed.
Unless you're on good terms with someone, avoid informal language, slang, jargon, and inappropriate abbreviations. Emoticons can be useful for clarifying your intent, but it's best to use them only with people you know well. Close your message with "Regards," "Yours sincerely," or "All the best," depending on the situation. Recipients may decide to print emails and share them with others, so always be polite.
Use a hierarchy of facts
This is a super advanced tip for exception email skills. Always put the most important idea up-top. At best, people skim their emails, at the worst they don’t finish reading them. Don’t bury your lead, if you have a big question or a big idea, put it right at the up-top. You have a better chance of someone reading it. Remember, get your bigger idea out as soon as possible.
Add the address last
Have you ever sent an email too soon? Or yes. Here is a big rookie mistake. You open an email and start from the top to the subject, message. Wrong, always add the address last. You never know when that pesky send button gets a life of its own. Remember, subject first, address.
End on a call to action
At the end of an email, you have two choices. Reply or ignore, as a sender you always want your recipient to reply. The best way to increase your response rate is to always end your email on a call to action. If you really want to get fancy, you can even bold it. what ‘s the one thing you need them to do? Reply, answer a question, file a paper, call a client? Tell them and be clear. End on the action to make it easy for them to do what you need.
Finally, before you hit "send," take a moment to review your email for spelling, grammar, and punctuation mistakes. Your email messages are as much a part of your professional image as the clothes you wear, so it looks bad to send out a message that contains typos.
As you proofread, pay careful attention to the length of your email. People are more likely to read short, concise emails than long, rambling ones, so make sure that your emails are as short as possible, without excluding necessary information.
"Kama ilivyoelezwa katika makala ya ""Uendelezaji wa Kazi na Ujuzi"" ya mwaka huu, ""Kwa mujibu wa takwimu za takwimu, bilioni 306.4 zilitumwa na kupokea kila siku katika 2020 na idadi hii inaongezeka kila siku." Katika ulimwengu huu wa barua pepe, unafanyaje kuhakikisha kwamba unatumisha barua pepe kama mtaalamu? Katika makala hii tutazungumzia jinsi ya kuandika na kutuma barua pepe bora na bora. Usitumie vibaya neno <unk>URGENT<unk> Hii ni ya haraka, ninahitaji nyuma haraka iwezekanavyo, ni muhimu sana kwa sababu ni katika nyongeza zote. Kwa uaminifu, wakati mtu anaona "haraka" katika mada ya barua pepe moyo wao huanza mbio, wanafikiria juu ya mambo ya haraka. Kama wewe overuse neno haraka, wewe kukimbia hatari ya watu kuchukua wewe chini ya umakini wakati ni kweli haraka chini ya mstari. Ikiwa barua pepe yako ni ndefu kuliko aya tatu, barua pepe ndefu za STOP zinashawishi sana kuhifadhi au kupuuza au kufuta. "Emails ndefu sana pia huunda kitu unachoweza kuita ""heshima ya kisaikolojia"" - ikiwa utatumia masaa mawili kuandika riwaya ndogo, watu watahisi vibaya kujibu kwa sentensi mbili tu." Kwa hiyo hawajibu hata kidogo, wao kwa kweli hupuuza katika sanduku lao la barua hadi isiwe muhimu tena. Kwa hivyo, unapaswa kuwauliza kwa sababu barua pepe hiyo inapaswa kuwa simu. Kama ni ndefu kuliko mafungu mawili, fikiria kupiga simu, ni rahisi kwa nyote wawili. Mara nyingi watu hufikiri kwamba barua pepe zinaweza kuwa zisizo rasmi kama barua za kawaida. Lakini ujumbe unaotuma ni mwangaza wa utaalamu wako, maadili, na uangalifu kwa maelezo, kwa hiyo kiwango fulani cha utaratibu kinahitajika. Isipokuwa una uhusiano mzuri na mtu fulani, epuka lugha isiyo rasmi, lugha ya kigeni, usemi wa kawaida, na vifupisho visivyofaa. Emoticons zinaweza kuwa na manufaa kwa kufafanua nia yako, lakini ni bora kuzitumia tu na watu unaowajua vizuri. Mwisho ujumbe wako kwa kusema "Habari njema", "Habari njema", au "Habari njema", ikitegemea hali. Wapokeaji wanaweza kuamua kuchapisha barua pepe na kuzishiriki na wengine, kwa hiyo daima uwe na adabu. Kuanzisha hierarchy ya ukweli ni moja ya mbinu bora zaidi za kuunda barua pepe ya kipekee. Sikuzote weka wazo muhimu zaidi juu. Katika hali nzuri, watu hupitia barua pepe zao, katika hali mbaya zaidi hawajamaliza kuziandika. Je, si kuzikwa kuongoza yako, kama una swali kubwa au wazo kubwa, kuweka haki katika juu-juu. Una nafasi kubwa zaidi ya mtu fulani kuisoma. Kumbuka, kupata wazo lako kubwa nje haraka iwezekanavyo. Ongeza anwani ya mwisho Je, umewahi kutuma barua pepe mapema mno? Au ndiyo. Hapa ni kosa kubwa rookie. Unapofungua barua pepe, huanza na kichwa cha habari. Kosa, daima kuongeza anwani ya mwisho. Huwezi kujua wakati kwamba annoying kutuma kifungo anapata maisha yake mwenyewe. Kumbuka, kichwa kwanza, anwani. Mwisho wa wito wa hatua: Mwisho wa barua pepe, una chaguzi mbili. Jibu au kupuuza, kama mtumaji wewe daima wanataka mpokeaji wako kujibu. Njia bora ya kuongeza kiwango cha majibu ni kumaliza barua pepe yako na wito wa hatua. Kama kweli unataka kupata fancy, unaweza hata ujasiri ni. Ni jambo gani moja unalohitaji wafanye? Jibu, jibu swali, faili karatasi, piga simu mteja? Waambie na uwe wazi. Mwisho wa hatua ili kuwafanya iwe rahisi kufanya kile unachohitaji. Mwishowe, kabla ya kubonyeza "tuma", chukua muda kuchunguza barua pepe yako kwa ajili ya herufi, sarufi, na makosa ya alama za alama. Ujumbe wako wa barua pepe ni sehemu ya picha yako ya kitaaluma kama vile nguo unazovaa, kwa hivyo inaonekana vibaya kutuma ujumbe ambao una makosa ya kuandika. Unaposoma, makini sana urefu wa barua pepe yako. Watu wana uwezekano mkubwa wa kusoma barua pepe fupi kuliko zile ndefu, kwa hivyo hakikisha barua pepe zako ni fupi iwezekanavyo bila kuondoa habari muhimu.