YOU SUCK AT EMAILB U T I T S N O T Y O U R F A U L T
I have bad news
you suck at email.
its not your fault.
You were never taught.
To get your drivers license
you had to sit next to some
guy and prove you could drive
And if you made too many
mistakes, you didnt get your
And if our emailing was like our driving
Wed all look like this.
And just like our cars are not responsible for the accidents we get ourselves into
email is not responsible for the disaster that is our
Because were using it wrong.
Were using it for way more than it was
intended to do.
We use email to
manage our important projects
remind us of what we need to get done
serve as our default task & to-do list
communicate with anyone & everyone
manage everything and anything related
to our work
share & receive all kinds of information
organize a neighborhood
keep up with whats happening in
our local community,
the lives of our friends, family and
& the list goes on*
*and on, and on, and on, and on, and on, and on, and on, and on, and on, and on, and on, and on,and on, and on, and on, and on, and on,and on, and on, and on,and on, and on, and on and on.
Were constantly complaining about
and yet we cant stop checking it.
Because were addicted to it.
Email is a drug.
At least, to our brain it is.
It taps into our brains natural
dopamine-fueled reward system.
Its the chemical in your head that
causes us to want & desire things.
Its stimulated by anticipation and unpredictability.
This is why email is a big dopamine
Because its unpredictable.
We dont know who will email us or when.
So, all day, everyday
we anticipate the unpredictability of
what might be there that wasnt there a minute ago
doing email gives us a sense
A feeling that were getting sh*t done.
But its an illusion,
theres a negative relationship between email & productivity.
The more time spent on email throughout the
day, the less productive one feels.
Since turning off, boycotting or
banning email isnt a (realistic) solution
lets get better at it.
really, really goodvlets get better at it.
at emailreally, really good
all you have to do
is follow 7 simple email best practices:
#1 How and when to properly use
(and stop abusing) the To"
"cc"and "bcc" fields
#2 Exactly what to should think
about before you hit that "Reply
#3 How tocraft awesome and
effective subject lines
#4 Why you should think like
ajournalist, not a novelist, when
#5 How to expertly usebullets,
numbers and choices to increase
action and responses to emails
#6 Tactics to avoid the vortex of
back and forth replies and long
#7 The 3 vital pieces of information
that should be in your email
Ask the question:Do they need to take action
or respond in some way?
Ask the question:Do they need to take action
or respond in some way? If no cc them.
When I send an email to one person, theres a 95% chance Ill get a
reply. When I send to ten people, the response
rate drops to 5%.
If emailing someone with to: OR cc:
dont put anyone in bcc:
If emailing more than a few friends
put everyone in bcc:(to hide their email)
Give the Gift of:
Im moving [name] to bcc
when someone doesnt need to be involved anymore
Q: When should you use Reply All?
A: Almost never.
Someone transmits good news to
nine people. Do all nine need to see
that you said, Great news!?
No, they dont. Dont use Reply All.
Meeting organizer asks if everyone is
available Wednesday at 10 am. You have a conflict, but can suggest some
alternatives. Does the group need to
see your availability? Or can the organizer collect the responses, and
propose a new time that will work?
Yes, she can. Dont use Reply All.
The organizer of a party asks if anyone has a conflict with the middle of January. Does the whole planning party need to know that you
dont have a coflict? (No.) If it wont work, would it be useful for everyone to know that
we need to keep looking for a good date?
How to write subject lines that make doves cry
Bad subject lines:
Try to fit the ENTIRE email
into the subject line.
Bad for storage units. Good for
Body: When will you
be in the office today?
When will you be in the
office today? EOM
(end of message)
NNTR(no need to respond)
[DECISION NEEDED] Picking the new logo today - do you like A, B or C?
[DECISION NEEDED] [NEW LOGO] Due today - do you like A, B or C?
[DECISION NEEDED][NEW LOGO]
[SCHEDULING] Choose Tues. or Wed. @ 5pm
for meeting w/ Jessica
EVEN BETTER! [SCHEDULING] [JESSICA MEETING]
Choose Tues. or Wed. @ 5pm [EOM]
[SCHEDULING] [JESSICA MEETING]
[URGENT] [msgNETCONOMY] Review and respond by EOD today
Fix bad subject lines
Be a Journalist
NOT a Novelist
Main Points Up Front
Were going ahead with the
deal. To close it, Ill need you to
gather three years of financials,
and have them ready by Friday.
Our press release announcing
our joint venture with Netconomy
will be released tomorrow. Do you like the headline below?
Ive got a Fortune 500 client who
wants to discuss staff training.
Can you fly to Phoenix for a
Bullets, numbers and choices are a gift to the recipient.
It makes their response
The following flavors will be ordered:
Vanilla Chocolate Strawberry Rocky Road Peanut Butter Fudge
We will visit the following cities, in this order:
1. New York 2. Washington, D.C. 3. Chicago 4. Minneapolis 5. San Diego
Here are our options. Please choose.
1.End all negotiations and terminate contract. 2.Respond with counter-proposal 3.Execute contract. (If this is chosen, please also email signed contract.)
Close The Loops6
of Open Loops
and Closed Loops
Lets get together for lunch. What day is good? Where do you want to
go? Should we invite other departments or keep it a team
Lets get together for lunch. Im thinking Thursday at 11:30 (to
avoid the rush) at Chipotle. Lets keep it just a team lunch this time, but maybe next time, well invite
others. Work for you?
Here is the full proposal. PLMKYTASAP.
3 critical pieces of
1. phone number 2. address 3. blog / recent article
*Can have different
nuances on platforms
like iOS & Android.
Check out our press release in PR Newswire:
Check out our article in PR Newswire.
Stop saying Thank You
Now go make email awesome for you and everyone you email!
Because now you know:
1. We can use TO, CC & B