If you're wondering why your boss hasn't replied to your urgent e-mail from
yesterday, it could be that he or she hasn't had time to read it yet. In a
recent nationwide poll by our company, executives reported receiving an
average of 36 electronic messages each day. While most supervisors try to
respond in a timely fashion to their employees' e-mail, doing so can pose a
challenge on top of other obligations. Unfortunately, if your next course
of action depends on your boss' reply to your message, a substantial delay
can affect your deadline or result in a missed opportunity.
How can you make sure your messages are read quickly? Begin by not sending
unnecessary e-mail. While this may seem obvious, the ease of electronic
communication often prompts employees to copy their bosses on items that
they don't necessarily need to review. It also may encourage the
transmission of spur-of-the-moment thoughts and ideas that might be better
presented at another time or in a different format. Less is typically more
when it comes to electronic communication, particularly to senior
management. By limiting your messages to those your boss really must see,
it's more likely he or she will take note of those that come from you.
Following are eight additional "power e-mail" tips:
1. Think before you write - Is your purpose in sending the message to gain
approval for a project? Report a potential problem? Request input on a
purchasing decision? Knowing your ultimate goal in advance will help
clarify your message.
2. Keep it short - The more succinctly you present your purpose, the more
likely you'll receive a prompt reply.
3. Use the subject line to your advantage - Generic subject terms such as
"details" or "reminder" fail to describe accurately the contents of your
message and whether it's time sensitive. As a result, the executive may
delay opening it.
4. Be considerate - Use "please" and "thank you" even in brief messages.
5. Include an action step - Unless you request a response, the executive may
assume you're sending the message as an F.Y.I. Clearly outline what type of
reply you're looking for as well as any applicable deadlines.
6. Keep it simple - Each message should have only one piece of information
or action item. This makes it easier for the executive to respond.
7. Don't include confidential information - E-mail is occasionally forwarded
to unintended recipients. If your message is in any way sensitive or
confidential, set up a face-to-face meeting, or if appropriate, leave a
voice mail in which you request confidentiality.
8. Proofread - Apply the same business style you use in any written
materials, and check carefully for grammatical and typographical errors.
In the coming years, your e-mail savvy will likely become even more
essential to your career growth. Our company found that 73 percent of
executives believe e-mail will become the leading form of business
communication by 2005. Evaluating your effectiveness in this area now -
including how clear, concise and cogent your messages are - and taking
action in areas that could use improvement, will ensure your voice is heard
in today's increasingly "noisy" electronic environment.
-- Article courtesy of Julie Thompson, Great Plains District Public
Relations Coordinator for Robert Half International, which has more than 250
locations in North America, Europe and Australia, and offers online job
search services at
www.rhii.com.
