How to Write Emails That Get Better Results | Ep. 84 | Business Podcast
We all love to hate email. It’s a fact of life that’s not going away anytime soon so we mind as well get good at writing emails that get what we want.
I share a format we use in our company that makes it easier for people to understand what we each want in an email and reduce the frustration the person on the receiving end often feels.
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Hello, friends. Welcome to the show. Today we are talking about how to write better emails to get more done in your business. Welcome to build the business success secrets. The only podcast that provides straight talk for entrepreneurs. Whether you’re an entrepreneur, starting with an idea or growing your business, this show is for you. We’ll teach you how to build a strong mindset, powerful body and profitable business so you can achieve success. And here’s your host, Brandon. See White. Hello, friends. Welcome to the show.
Today we are talking about how to write better emails to get more done in your business. Here’s the thing with email, we get a ton of it, and some of the people say, Well, we got to get rid of email. There’s too many messages. We’re not going to get rid of email. Email isn’t going away. We all use email. We may use slack. We may use teams. We may use six other applications, including text. But the fact of the matter is, email is at the core of what we all used to do business either internally or externally.
Now we can reduce messages by using something like slacker teams, but we’re still going to have email with outside people. For the most part, it’s just a part of our lives. So how can you write more efficient emails to your friends and colleagues to get more of what you want? Well, let me give you an example of a way not to do it. So you sent out this email.
Hey, check out this link or how many of us have received that. Hey, check out this link and here’s what happens to the receiving party. They have no idea what you are asking or trying to show or anything. So now what you have to do is you have to go to that link. You have to read this article or look at this website or read this PdF or whatever it is, and you have to figure out what the person sent it to you for and what the message was. It’s almost lazy. On the other person’s part. It’s just lazy, and we’re not mind readers.
We can’t read minds with one another. If we could be no problem, check out this link, you know what was going on? So there’s ways in email that you can format them to be more effective. We’ve gotten into the habit of using email like a letter. Dear Jane, here’s what we got and you go through five paragraphs. Nobody can read that anymore for the more most people read email on their phone.
For the most part, we we have our computers during the day, which allow for more space. But even there we need short, concise messages. We get overload. If we read 400 word email, we’re going to be worn out. So some of the things that I’ll offer you that we’ve done internally that has greatly helped reduce the mental load on email. A lot of it isn’t that we get too many emails. It’s that we get too many emails that we don’t know what to do with or we don’t know what the point of it is, whether that’s internally or externally with other people.
What we’ve done is we’ve added a first line that describes what the point of the email is. For example, if I send something to someone internally in our company or even externally, I put decision needed immediately, that person can look at that email and say, Okay, I need I need to make a decision for Brandon. Or if someone sends an email to me, I’m like, Okay, I need to make a decision for Gea, and she’s asking for that, and she lays it out in very short, concise manner. We’ve already agreed that you don’t need to write this.
How are you doing with all these polite things? We’re trying to get things accomplished internally. I’m not saying that you should do this with someone that you just met. Although I would argue that they might be grateful that you did it. Hey, I’m just saying hello. Oh, Okay. Well, now you take the pressure off. We are so triggered by getting an email and trying to figure it out. And we’re worn out as soon as it comes in because most people don’t structure their emails correctly, and we don’t know what they want, so we’ve got to figure it out.
And it’s just this huge mental load on us. Another thing that will put on top is F y s A. For your situational awareness. That means I’m giving you a brief of something or a summary of something that you I just want you to know, but there’s no decision needed. Well, now I can easily read that email without this thing going in the back of my mind of trying to figure out what it is.
And another one that we would use if you were going to going back to the Link example is, Hey, this is an interesting article about a process that they’re using that I think we can use internally. Okay, now I’m interested, and I’m likely to go to the link at some point, or I can put it away and know what it’s about before I go into it. Doing just these things in the first line of your email will increase productivity, reduce anxiety and help get more things done in your business. Another one that I’ll just throw out there, as 1\/4 suggestion is, you can put bottom line up front as your first line, and that bottom line up front can be a one sentence Yes, one sentence summary of what?
Whatever you’re going to say. So at least the person understands that going in, and they can either read the rest of the email or skim it and they know what they’re looking for. And if you say this is impossible, I respectfully disagree, because we all have used Twitter or know about Twitter and Twitter restricts your characters. And it seems to me that a lot of people use Twitter to communicate one way or the other. So I know that people can reduce the length of emails. What is the saying? I apologize for the long for the long letter. I didn’t have time to write a short one, but take an extra three minutes and here’s the thing. Yes, it’s your time that you invest, but the reality of it is we’re sending an email for a reason. We want something in general or we want someone to know something because we want to give them some information.
So in order to accomplish our goal, we spend a little extra time summarizing it for that person or helping them understand exactly what the message is and for, and it just takes the mental load off. You make it easy for people. If you make it easy for people, they will do it. They will respond. They’ll create a behavior. They’ll do a habit, make it easy, so I offer you the suggestion.
Try it out in your company. See what the results are. Thanks for being generous with your time and joining us for this episode of Build a business success secrets. Before we go, let me ask you a quick question. Are you the type of person who wanted to get 100% out of your time, talent and ideas? If so, you’ll love our monthly Built A Business Success Secrets newsletter. It’s a monthly playbook about the inner game of building a successful business. Recent issues have shown how to avoid losing money on Facebook and instagram paid ads with this science backed strategy. How to build a pitch deck to raise money in 13 simple slides.
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