Crafting Emails That Get Responses: Lessons Learned
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Chapter 1: The Art of Email Communication
Have you ever felt frustrated by the lack of responses to your emails? Here’s a look at two different email scenarios that highlight essential lessons for effective communication.
In this chapter, we will explore the contrasting experiences of writing emails and what can be learned from each.
Section 1.1: The Flawed Email Approach
In the early days of my career, I crafted what I believed was the perfect email. However, it was riddled with mistakes:
- I spent weeks agonizing over the content. Mistake 1: I should have simply requested a meeting instead of overthinking it.
- My first paragraph was excessively long, detailing my reasons for reaching out. Mistake 2: I made it all about myself, leading to unnecessary verbosity.
- I followed this with two more paragraphs outlining what I deemed important and what I assumed the recipient would think. Mistake 3: Once again, I was overly self-involved, and I regret sharing this.
- I concluded with a list of intricate questions intended to impress someone with a Ph.D. Mistake 4: I failed to respect the recipient's time, which was disrespectful given my admiration for them.
We all experience these pitfalls in email communication—whether personally or professionally, mistakes can happen. Often, we feel compelled to impress or connect with those in positions of power.
So, how can we effectively convey our needs through email?
Section 1.2: A More Effective Email Strategy
Fast forward to today. Recently, I had a meeting with some consultants who needed help with a challenging topic.
They were interested in a connection I had with a C-suite executive I met during a previous engagement. The question loomed: would this executive remember me? Would he respond favorably to a meeting request from someone he barely knew?
Here’s a breakdown of how to construct a more effective email, along with five key takeaways.
I reached out to Joe, a C-suite executive at ABC, recalling our past interactions:
"Hello Joe — We met last August when ABC was collaborating with XYZ. I remember ABC considered {TOPIC} for XYZ."
Lesson #1: Be cordial and reintroduce yourself if it's been some time.
"I’m contacting you now because we are exploring {TOPIC} and would love to learn how you handled it at ABC."
Lesson #2: Clearly state your purpose in a single sentence.
"Would you be available for a brief meeting with our team and consultants?"
Lesson #3: Make a straightforward request, also in one sentence.
"Thank you for considering this, and for your continued support of XYZ!"
Lesson #4: Always express gratitude for the recipient's time and efforts.
"Jane, I’ve cc’d you here just for your information. No action is needed on your part. If you or Joe need anything regarding {TOPIC}, feel free to reach out! Hope all is well. Chris"
Lesson #5: Maintain important relationships and keep relevant parties informed.
Successful emails often hinge on what remains unspoken. Instead of diving into lengthy explanations about the work or past meetings, I focused on the essential request—a meeting.
The reply came within two hours:
"Hi Chris, great to hear from you. We’d be happy to meet. Do you have any dates and times in mind?"
Remember, people are busy, and their time is precious. Be respectful, concise, and express appreciation.
Conquer the email challenge.
Achieve results with one succinct, friendly, and respectful email at a time.