From e-fail to e-mail

From e-fail to e-mail  Colour Code o 4 types of emails: 1. Self-fulfilling email (a notification/information – no reply is needed) 2. Action emails – no reply needed but there is some action to be taken on the part of the receiver 3. Inquiries – reply needed, i.e advice or questions answered 4. Open-ended dialog – to keep communication lines open, i.e conversation/discussion  KISS (Keep It Simple & Stupid)  Most students just want to know “what do you need from me?” - so be brief: o No long introductions/details o Jump to the point o State it clearly using minimal words o You do not have to be boring – you can be creative with your wording/ add a dash of personality o If the action is needed – make it clear o If no action/reply is needed state “no reply necessary”  Text Message Trick  We are more brief on mobile devices and get to the point very fast – so keep in short  State Benefits o If no incentives are presented/they are difficult to understand, the receiver is likely to ignore the email/say no o “Would you act on the offer?”  Stick to the Facts – no need for story telling  Trim the Words o Read through email and trim out sentences/words that do not contribute towards your desired result o Check for potential ambiguities o Check for excess commentary  Font Matters o People don’t want read emails where all words are in bold or italics o If fonts are too small/large – no one wants to read it  Formatting Matters o Make emails easy to read/follow o Use bullet points/numbered lists o Keep paragraphs short o Highlight keywords