Cut Your Emails In Half TODAY!

It doesn’t matter who you are. Email inboxes are INSANE these days.

I recently adopted a new email format and I swear it’s cut my correspondence in HALF! I can’t believe how much more productive I am. And that overwhelming feeling when you login to Gmail? Adios amigos!

So what’s my secret? Glad you asked.

Before I start, this method is best for current clients; someone you’ve already had a meeting with; or personal {especially planning!}. This would not be great for prospecting, cold calling, etc.

Below, I break it down into four sections:

1. Benefits of well written emails
2. The formula
3. A real life example
4. How you can start communicating effectively right now too!

1. BENEFITS:

• Receive answers FAST! No more back and forth and setting followup reminders.
• Get sh*t done. Have you ever noticed how much of a time suck emails are? Reading, responding, deleting, re-reading, filing, organizing… Sheesh! It’s exhausting! With effective writing, all that time you were spending managing your emails, you can now dedicate to more important things.
• People actually respond to you. How frustrating is it when people don’t respond? It may not be you. It could be your writing! With clearly written emails and next steps, your recipients now understand what you need. Now they’ll read your email ONCE, understand what you need, resulting in a response.
• You look super PROFESSIONAL. Nothing makes you look better than clear, well written content. It’s more than just an email – it’s a reflection of how you work with people. You know when you click open an email that’s a million miles long, strung together with random thoughts? It’s so overwhelming people close it out – with the intent of returning to it when one has more time. AKA another 48 hours!

Now that we know why, let’s get into the HOW.

2. THE MAGIC FORMULA: Here’s the recipe to writing a great email. Especially when communicating a lot of information.

1. State the purpose of the email first. This sounds dumb, but it’s an easy mistake. And most people don’t do it. Why is this important? People want to understand the reason you’re writing them immediately. It’s because we have so many emails and need to prioritize.
2. Explain how you’ve outlined the email below. Stating what the reader will expect provides a sense of relief. The human mind likes organization. Tell them how you’ve structured your message and they’ll love you forever (p.s. I give exact verbiage of this below).
3. Break the email into sections with headers. People love skimming to get an idea of the email. This provides flow and keeps people reading the first time.
4. Include next steps. This step is key to getting things accomplished. Now they don’t have to think or decide what to do next. You’ve given them options and exactly what you need. So it’s easy.
5. If this, then that. My favorite secret that gives your recipient options and cuts out the back and forth!

 

 

3. A REAL LIFE EXAMPLE: so the above sounds great and all. But let’s see it in action! Here’s an example of a typical correspondence and a more effective way!

Subject: Hey!

Message:

Hey Nicole! 

It’s been so long! Any interest in getting together soon?

-Sarah

RESPONSE EXAMPLE ONE:

Subject: Re: Hey!

Message: 

Hey Sarah!

Thanks so much for reaching out! I’d love to see you! I’m free all next week. Any ideas? Let me know!

***

Subject: Re: Hey!

Message: 

Hey Nicole!

That sounds great. Would you be able to come to me? Also, next week is CRAZY, so could you do the following week? Any thoughts on where to go? I can do lunch, coffee or dinner. I’ll go anywhere!

***

Subject: Re: Hey!

Message: 

Sarah, 

Yes, no problem I can come to you! How does that following Tuesday morning work for you?

***

Subject: Re: Hey!

Message: 

Oh I forgot! I have a meeting that morning. Can you do Wednesday at the same time?

****

Does this sounding familiar? I could go on, but I’ll spare us all. See how much back and forth there’s been and nothing’s been accomplished? Sarah and I still haven’t nailed down a date and we’re already 6 emails deep! Lots of open ended questions and no clear action steps.

This is what makes people tired and and subconsciously frustrated. Resulting into zero sense of urgency.

Now let’s try the simple formula and see how it differs

 

RESPONSE EXAMPLE TWO:

A friendly reminder of the ORIGINAL MESSAGE…

Subject: Hey!

Message: 

Hey Nicole! 

It’s been so long! Any interest in getting together soon?

-Sarah

 

****

Subject: Dates Available 

Message: 

Hey Sarah!

Thanks for reaching out! I’d love to see you too!

Below is my availability and thoughts. Let me know what works best for you.

I’m Free…

• this Monday, 12-2 PM (for lunch)
• this Tuesday, 8 AM – 11 AM (for a coffee and/or breakfast)
• All next week, from 2-5 PM (for a coffee or early dinner)

Thoughts…

• If any of the dates/times above work with your schedule, which one is best?
• If not, can you send me a few dates and times that do?
• Once we nail down the date/time we can figure out details from there!

***

Subject: Re: Dates Available 

Message:

Hi Nicole!

Tuesday at 8 AM for a quick coffee is perfect! Where should we go?

***

Subject: Starbucks or Brewpoint?

Message:

Hi Sarah,

Yay! I can’t wait! It’s officially in my calendar. 

What sounds better to you? Starbucks or Brewpoint?

Or if there is another place you had in mind, just say the word and I’ll be there! Can’t wait!

***

See how much easier that was? It’s not being pushy; Nicole gives Sarah options; and if none of the dates/times work for Sarah, Sarah still knows how to respond. That took 4 emails and they’ve already nailed down a date and time.

Here is why this email works:

• Subject Line: Did you notice how Nicole put the “purpose” in the subject line each time? {“Dates Available” and “Starbucks or Brewpoint”}? So before Sarah even reads the email, she understands the goal of the message. This helps Sarah concentrate and stay on track! Sarah is so spacey 😉
• Next Steps: This is crucial to keeping the ball rolling. Under “thoughts” in the first email, Nicole clearly laid out what to do next. See why each of these questions is awesome and minimizes back and forth.
  • If any of the dates/times above work with your schedule, which one is best? This question tells Sarah to pick ONE – not several dates/times. So her response will include the date and time they will meet! One and done.
  • If not, can you send me a few dates and times that do? If none of the date and time options Nicole listed work for Sarah, Sarah knows to include additional dates and times she is available. Versus sending an email to the likes of this…“Thanks Nicole! Unfortunately those dates don’t work. I have a meeting on Monday, Tim is going to be out of town on Tuesday {and I need to watch the dogs} and next week my family is in town. Are you free the week after that?” No clear call to action equals MORE EMAILS!
  • Once we nail down the date/time we can figure out details from there! This helps Sarah and Nicole concentrate on nailing down a time and not get distracted by other details. Rule of Thumb: Nail down the date and time FIRST (if you don’t care what you do!). There are two reasons you do this. 1. The date and time of a meeting will narrow down where you meet and what you do. 2. You will get together sooner because you aren’t limiting times/dates to lunch or dinner only.

4. Now you do it!

At first, this new method may take some time and extra thinking. But once you do it a few times, it comes naturally. I swear it.

First, think to yourself – what is the purpose of this email? Then write it in the subject line of the email. Then the first sentence of your message. Tip: Always ask yourself, is this…

• Informational?
• Do you need something?
• Both?

Second, before you start writing, list the sections of your emails. AKA how you’re breaking it down. For example…

• Ideas
• Highlights
• Updates
• Next Steps

After you’ve determined your sections, write the message and/or bullets underneath. Your body of your email is complete!

Third. Now it’s time to write your entry. Say a quick hello, the purpose of your email and state how your email is organized below. Here are some examples:

• I have a few ideas below!
• To keep it easy, I divided the remainder of my email into 3 sections below: highlights, suggestions and next steps.
• I’d love to chat with you in person, but here are some highlights and next steps to read over in the meantime.
• Below are my thoughts…

A few extra tips!

• Use bullets
• Keep it brief and concise
• Short and sweet is best
• Bring value
• Don’t get into the weeds. People want to know what time it is, not how the watch is made (aka why you aren’t free certain dates)
• Have a specific header – AKA the purpose of your email

I know these are general tips, but they are truly beneficial guidelines to live by. Sometimes we are in such a hurry to respond, we put a bunch of jumbled thoughts together that make no sense – resulting in several more emails long term. I promise a quick 60 seconds of planning will save you hours of time. And keep your inbox clean!

Have any email tips of your own? I’d love to keep the advice going! It’s such a huge part of our lives these days.

 

GET THE LOOK

leather jacket {old} || shein gingham top c/o || frame denim || tory burch flats {from the new Nordstrom Rack in Rosemont} || vera bradley quilted tote || telesto watch

 

P.S. I recently stumbled across this Scandinavian juice and coffee bar with the most scrumptious smoothie bowls in the world. Who knew this darling place in La Grange would be the talk of Chicago! Get to Owl and Lark now.

Thanks Kelly for taking these pics!