Are your emails being read?

When you send an email, do you assume that the reader actually reads your email?

That may not be true. I’m talking about your everyday business and personal communication, not emails sent to advertise your products. Your email may be lost among the hundreds most of us receive each day.

There is no true count of how many emails are sent each day, but estimates range from 144 billion to 210 billion. If the number is 210 billion, that would mean there are over 2 million emails per second and of that it is estimated that 70% to 80% of them are SPAM (unsolicited commercial emails).

Most of our written communication skills were learned long before email and text messages. Technology has changed the rules. This article is an introduction to a series of articles that will teach you effective email communication skills.

P.A.S.S System

You can start improving your emails right away by using the P.A.S.S. system from McGhee Productivity. Write and then read your emails. Ask yourself the following questions and add/delete information as necessary.

P — Have I stated the purpose of this communication?

A — Have I stated what action is required and the due date?

S — Have I listed or attached any supporting documentation the recipient needs?

S — Does the subject line effectively summarize the message?

Email Signature Lines

Another important step that you can take today to improve email communication is to ensure that your signature lines are effective. At the end of each message, add signature lines that tell the reader your name, address  (city and state), and website.

The reader needs to know where you live in case they want to call you. See your help screens and search for the word signature to find how to add signature lines to your emails automatically. You can also add signature lines to your Blackberry, iPhone, etc. Go into the settings and add your personal information.

Conclusion

Effective email communication skills are critical in today’s technological world.