Too many messages… Vague subject lines… Abrasive tone… At the last conference I spoke at, an attendee asked, “Why don’t people respond to my emails?”
I replied: “Today’s readers are drowning in email. In fact, the average corporate worker spends more than 40% of his or her day sending and receiving approximately 200 email messages (John Freeman, The Tyranny of Email, 2009). Information overload causes people to tune out.”
People today are overwhelmed with too many email messages; therefore, they are impatient and selective and will only read and respond to messages that they can comprehend in 30 seconds or less.
On any given day, there are potentially hundreds of email messages waiting to be opened. How can you ensure your messages stand out from the deluge of email? How can you get the response you need?
- Be a credible sender. Be concise, complete, and accurate. State your reason for writing in the subject line. Anticipate and answer the important questions your readers have about your message. Avoid using email if the situation is “urgent.” Instead, use the phone or schedule a face-to-face meeting. And don’t ask for delivery receipts—this will almost always annoy people.
- Write descriptive, informative subject lines. A clear, detailed subject line increases the likelihood of your message being opened. Be specific about your topic and action needed. For example, instead of Surveys, write, Action Needed: Employee Communication Surveys Due Tomorrow.
- Send as few messages as possible. Your messages will stand out more if you send them sparingly. By sending them in moderation, you limit the volume of email—the fewer messages you send, the fewer messages you will receive.
- Write a clear “call to action.” Tell your readers exactly what you need them to do, and put the action steps in bold. If you do not need your recipient to respond, tell them so: “No response needed.” Remember to use words that show appreciation and collaboration, such as “I appreciate your help; thank you.”
Respecting your readers’ time and intelligence builds trust and increases the chances that readers will tune into your messages. As a result, they will respond in a timely manner with complete information (but not always)!
