Finally: The Do’s and Don’ts of Email

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Hey Full Potential Zoners!

How many hours are you losing to bad emails each week?

Poor emails cost companies billions each year.

Bad emails:

❌ Waste time

❌ Cause errors

❌ Damage trust

❌ Decrease productivity.

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In a world full of noise, clarity is your power.

Your emails should simplify, not complicate.

Choose your words with care and purpose.

Today we are going to help leaders master this by using:

‘Bye, Bye Bad Emails'. 

Let’s dive in!

Additional Tips For Email Success

1. Keep It Concise

   • DO: Be brief and to the point.

     • Example: "Here’s the key takeaway from our meeting…"

   • DON’T: Write long, detailed emails that lose the reader.

     • Example: "In our recent meeting, we discussed several points, including…"

2. Use Professional Language

   • DO: Use clear, formal language appropriate for your audience.

     • Example: "Will you please confirm?"

   • DON’T: Use slang or overly casual language.

     • Example: "Can ya let me know????"

3. Attach Files Thoughtfully

   • DO: Mention the attachment and its relevance in the email.

     • Example: "I’ve attached the report you requested covering…"

   • DON’T: Forget to reference the attachment or attach irrelevant files.

     • Example: "Please see attached." (with no mention of what it is)

4. Personalize When Appropriate

   • DO: Add a personal touch when it fits the context.

     • Example: "I hope you had a great weekend!"

   • DON’T: Overuse personalization or make it seem forced.

     • Example: "How was your holiday?" (when it’s irrelevant to the email)

5. Following Up on a Request
   ❌ Just checking if you received my last email.
   ✔️ Will you please provide an update on my request from [specific date]

6. Agreeing to a Proposal
   ❌ Sure, that sounds good.
   ✔️ I agree with your proposal. Let’s move forward as planned.

7. Offering Additional Information
   ❌ Let me know if you need more details.
   ✔️ If you’d like further details, I’m happy to provide them.

8. Setting a Deadline
   ❌ Please get back to me whenever you can.
   ✔️ Will you please send me your response by [specific date]?

Focus Your Subject Line & Lead With The Main Point

At a company I was consulting with, a team was struggling with missed deadlines, unclear expectations, and a general lack of efficiency in their workflow.

I noticed that emails in this organization were often cluttered with long threads, burying the main points, and the subject lines were either too vague or too detailed.

These poor email practices were largely contributing to their struggles.

I implemented two key strategies:

Focus Your Subject Line

I guided the team to craft subject lines that were specific and directly related to the content of the email.

For instance, instead of using a vague subject like “Project Update,” we switched to something more actionable, like “Deadline Extension Request: Project XYZ.”

This small change made it immediately clear what the email was about and why it was important, leading to quicker opens and responses.

Lead with the Main Point

I encouraged the team to start their emails with the most important information, rather than building up to it.

This meant that if a deadline was changing, or if a decision was needed, that information was front and center.

For example, instead of starting an email with a lengthy greeting or background information, they would start with, “The project deadline has been moved to Friday, September 15th. Please confirm your availability for the new timeline.”

This approach helped recipients quickly grasp the critical details without wading through unnecessary information.

Result

By focusing on these two simple but powerful changes, the team saw a significant improvement in their email communication.

Response rates increased by 30%, and there was far less confusion about project priorities.

The team was able to meet deadlines more consistently, and overall productivity improved because everyone was clearer on what needed to be done and by when.

Here's how you can make it real over the next 4 days:

Day 1: Simplify Your Emails

• Choose one email you need to send today.

• Cut down the word count by 50% without losing meaning.

• Ensure the subject line is clear and to the point.

• ChatGPT Prompt to Help: "I need to send an email about [topic]. Help me rewrite it by cutting down the word count by 50% while keeping the main points clear. Also, suggest a clear and concise subject line.”

Day 2: Focus on Clarity

• Before sending any email today, ask yourself: "Is my main point clear?"

• Reorganize your email so the key message appears in the first two lines.

• Avoid jargon and overly complex words.

• Review your email and ensure it’s easy to understand.

• ChatGPT Prompt to Help: "I’m about to send an email about [topic]. Can you help me reorganize it so the main message is clear in the first two lines? Make it simple and easy to understand."

Day 3: Encourage Action

• For each email today, include a clear and simple call to action.

• Use one sentence to tell the recipient exactly what you need from them.

• Ensure there’s no ambiguity—make it easy for them to respond or act.

• ChatGPT Prompt to Help: "I want to add a clear call to action to my email about [topic]. Suggest a one-sentence request that leaves no room for confusion."

Day 4: Reflect and Adjust

• At the end of the day, review the emails you sent.

• Did you notice any improvements in responses or clarity?

• Identify one habit you will continue to practice in your future emails.

• Make a commitment to apply it consistently.

• ChatGPT Prompt to Help: "Today, I sent several emails. Help me review them for clarity, simplicity, and effectiveness. What one habit should I keep practicing to improve my emails?"

In a world where attention is a precious resource, your words carry weight.

Every email you send shapes how others perceive you and your work.

Strive for clarity, purpose, and respect in every message.

By ensuring that each email you send is thoughtful and effective, you help build stronger, more trusting relationships in the workplace.

Until next week and with lots of love,

Justin

This Week’s Growth Recommendations

Book To Read:  

"Effective Email: Concise, Clear Writing to Advance Your Business Needs" by Natasha Terk (see it here)

TED Talk to Watch

"10 Ways to Have a Better Conversation" by Celeste Headlee (see it here)

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