writing effective emails501od4fctv7rrv1146j9dmrs-wpengine.netdna-ssl.com/wp...effective-e… ·...
TRANSCRIPT
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Writing Effective Emails
Jonathan Marx, MBAInQuill Medical Communications, LLC
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Writing Effective Emails
Jonathan Marx, MBAInQuill Medical Communications, LLC
Or“How to Get Attention While Standing in 10’ of Water”
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Professional Background
Jonathan Marx, MBAInQuill Medical Communications, LLC
• 17 years in pioneering media / communications companies • Cable television• Yellow pages• High speed internet
• 18 years in medical and health communications• CDC 7th yr
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Professional Background
Jonathan Marx, MBAInQuill Medical Communications, LLC
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Agenda – Writing Effective Emails• Repetition – the Concept
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REPETITION – Rule to Remember
1.TELL ‘EM WHAT YOU’RE GONNA TELL ‘EMIntroduction
2.TELL ‘EMContent
3.TELL ‘EM WHAT YOU TOLD ‘EMClose
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Agenda – Writing Effective Emails• Repetition – the Concept
• What’s the Purpose of your Email?
• Subject line – How to STAND OUT
• One, or two emails
• Formatting your email
• Requesting an ACTION
• What if they Don’t Respond
• A few random TIPS
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REPETITION – Rule to Remember
1.TELL ‘EM WHAT YOU’RE GONNA TELL ‘EM
2.TELL ‘EM
3.TELL ‘EM WHAT YOU TOLD ‘EM
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1. What makes an email easy to open, read, and respond to?
What characteristics does this email have?
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2. What makes an email difficult to open, read, and respond to?
What characteristics does this email have?
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The PURPOSE of your emails
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The PURPOSE of your email
TWO MAJOR TYPES OF EMAILS
A. The PASSIVE email - PASSIVE on the part of the reader
A. The ACTIVE email – ACTIVE on the part of the reader
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The PURPOSE of your email
A. The PASSIVE email - PASSIVE on the part of the reader• Give an update or report
• Inform about something
• Provide helpful information – build relationship
• Share an attachment or article
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The PURPOSE of your email
B. THE ACTIVE EMAIL - ACTIVE on the part of the reader • Get permission or an OK
• Respond to you with an answer
• Provide direction on a project
• Read and reply
• Pick some meeting dates
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The PURPOSE of your email
•State your purpose right up front
•Tell ‘em what you’re gonna tell ‘em
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The PURPOSE of your PASSIVE email
SET YOUR INTENTION UP FRONT – FOCUSES BOTH OF YOU
Hi Paul,
(Greeting - Hope you are well.; A quick hi; It’s me again – your preference)
I am attaching a report about….
I thought you would find the attached article helpful…
I want to give you an update…
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The PURPOSE of your ACTIVE email
SET YOUR INTENTION UP FRONT – FOCUSES BOTH OF YOU
Hi Cheryl,
(Greeting - Hope you are well.; A quick hi; It’s me again – your preference)
I am writing to ask your permission…
Please give me your opinion / decision on the following…
Please do the following and give me an update…
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The PURPOSE of your emailREVIEW (Tell ‘em what you told ‘em)
1. Be clear before you send, what the purpose of your email is:1. Passive
2. Active
2. State your purpose right up front in your email1. Makes your intention clear – you right a better email
2. Sets the expectation for your reader – they know what to look for
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Poor Email Examples
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Examples of Strong Emails
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The Standout Subject Line
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The Stand-Out Subject Line
State your purpose• Audit report, attached, Helen
• Robert - Monday’s meeting agenda
• Permission for the X Project
• Approval please – Y Project
• Z Article for you
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The Stand-Out Subject Line
Your “branded” design – people know it’s you• ## Audit report, attached, Helen ##
• ** Robert - Monday’s meeting agenda **
• || Permission for the X Project ||
• @@ Approval please – Y Project @@
• ~~ Z Article for you ~~
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Examples of Stand Out Email Subjects
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One email or two emails?
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One or Two Emails?
• You’ve got a number of topics to cover – how do you handle?
• Balance between:
• Keeping your email short
• Not sending too many emails
What’s a sender to do?
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One or Two Emails?
• Consensus says to keep emails short
• Better to send one topic per email
• If your email needs to be long, attach a document
• Your email is more likely to be read if it’s short
• The reader can read the doc later
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Formatting Your Emails
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Formatting Your Emails
• Salutation
• State the Purpose – Passive or Active email?
• Content
• Repeat purpose in different words• Passive – Hope you enjoy the attached
• Please RSVP by next Friday
• Attachment if applicable – Always note “2 Attachments”; ALWAYS mention the Attachment in email and at bottom; don’t just attach
• Close
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Review of Part 2• Subject Lines that Stand Out
• State your Purpose
• || Brand Your Emails with Symbols ||
• Keep emails short, one topic• Two emails vs one email
• Format of emails
• State your purpose
• Content of email
• Repeat of purpose
• Note the attachment(s)
• Close
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Requesting an Action
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Requesting an Action
• Make sure you have established, agreed upon authority
• Be specific• What you want
• When you want it by
• Explain why this is important in a few words• So we can go to next steps
• So we can continue with your permission
• So we include your input, feedback, directive
• So we hit our deadline date
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What IF they don’t respond?
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What IF they don’t respond?• Stay calm – no emotion
• Request again in advance of your deadline
• Do not guilt – they are busy too
• DO NOT write a new email with a new Subject
• FORWARD YOUR PREVIOUS EMAIL
• The same subject and email is a reminder
• Include: “2nd email; want to make sure you saw this”
• Call or visit them to reinforce the email, leave a voicemail – multi-media
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Tips
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Tips
• Keep it short
• Do not assume privacy
• No flaming – be kind
• Lists, not paragraphs
• Accompany with phone call or text for attention – multi-media
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Review
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REPETITION – Rule to Remember
1.TELL ‘EM WHAT YOU’RE GONNA TELL ‘EM
2.TELL ‘EM
3.TELL ‘EM WHAT YOU TOLD ‘EM
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Agenda – Writing Effective Emails• Repetition – the Concept
• What’s the Purpose of your Email?
• Subject line – How to STAND OUT
• One, or two emails
• Formatting your email
• Requesting an ACTION
• What if they Don’t Respond
• A few random TIPS
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Writing Effective Emails
Jonathan Marx, MBAInQuill Medical Communications, LLC