(Mr. Clay Campbell has some advice for you about email. He is a Distinguished Toastmaster, giving keynote and after-dinner speeches across America. He has authored several books including How to Get Big Results from a Small Ad Budget. He is a Wizard of Ads Partner specializing in strategies to help grow small businesses. He is owner and founder of The Kentucky Opry. The Daily Blur is proud to welcome Mr. Campbell to the Ramada Inn stage. Take it away, Clay.)
I just read Lynn Peisker’s great little book “Oh Dear: Restoring Kindness and Professionalism to the Age of Email” In it, she makes 10 points about email etiquette. I highly recommend the book, because I believe that a lot of us send emails like we send texts – we hit send before we read what we have written. Big mistake if you want to make a good impression, or be taken seriously. It’s a huge blunder if you are trying to be a professional, or want your opinion to be respected.
Right after reading Lynn’s email ebook, I wrote an important email going out to five different people, about a project that all five of us were involved in. I do this fairly often, and many times in the past, I’m sorry to say, I had not used Lynn’s suggestions – I just didn’t know.
“We don’t have to like it”, as Lynn’s brother Tim pointed out, “but we do have to live with it” because 91% of Americans use email every day and according to mashable.com that is 144.8 billion just in the USA.
A great point Lynn makes: write the email BEFORE you put in the recipient’s address – that way you don hit send before you go back over it and edit a few basic things.
Lynn says:
Edit for Kindness. I have not always done this. Sometimes a person writes an email when they are angry or have hurt feelings. If you do not go back and edit for kindness, the recipient feels your words 10 times harsher, than if it had been said in person.
Lynn says:
Edit for Clarity. Go back read it again and be sure you are clear on what you wanted to say
Then she says to do spell check.
Next make sure you don’t ramble on & on… or repeat yourself.
I was writing that new email to my team, just after reading her book, so I tried my best to implement her insight. I wrote it, checked it, edited, checked off the items Lynn suggested, read it again out loud. I feel I wrote a much more effective letter. I made my points clear, brief, and accomplished my purpose. Lastly, I wrote in the addresses of the recipients, just like she said to do, and then I hit send.
It took a few more minutes, but I feel it was worth it. I felt I had much better communication with my team.
There are 10 great points in Lynn’s terrific little ebook and I just mentioned five of them here briefly. Get her book – it ought to be read and suggestions applied by everybody that sends emails. (Be sure to name your own price before you click the purchase button.) I have been implementing these 10 points in all my emails since reading her book.
If we all started using Lynn’s advice, the email world would be a much better place.
100% of the profits from Lynn’s book will be donated to the Community Impact Fund of United Way of Champaign County.