Let's Discuss Email Practices

One of my brand managers is struggling to advance in her career due to her email interactions with different departments. Feedback suggests that her communication style is impulsive, erratic, and unprofessional. Many colleagues feel she doesn’t take time to think before sending requests. I’m currently helping her refine her email habits.

I totally understand the frustration.

Isn’t it annoying when you have to pull information from someone who is asking for your help? It’s particularly irritating when requests are made without sufficient thought. This brings to mind a scene from Austin Powers where Dr. Evil exclaims, 'Throw me a frickin bone here, I'm the boss, need the info.'

A common mistake is that many individuals send emails without considering the recipient's perspective. They often incorrectly assume that you fully understand their situation and context.

Providing Context and Background in Emails

Before you hit send, ensure you provide adequate background information. Describe the current scenario, the rationale behind your request, and the timeline for when you need the information. If it’s an urgent ask, you might mention the repercussions of not receiving the information on time, but remember, your urgency may not align with the priorities of the person you're contacting.

By being thoughtful about these elements, you can save both yourself and the recipient a lot of time, thereby avoiding unnecessary back-and-forth emails.

Consider this old joke:

'Hey Jeff, did you hear? Dave passed away last Tuesday.'

'Really? What happened?'

'A car drove over his finger.'

'You can't die from a car crushing your finger.'

'It was in his nose at the time.'

While humorous, this illustrates a common issue in business emails—wasting time trying to extract information from others.

Why Not Just Call?

Of course, a phone call can often resolve issues quickly when you can reach someone. However, this becomes challenging with different time zones, particularly in large corporations. Instead of sending numerous emails seeking clarification, craft a well-structured, informative email right from the outset.

Always keep in mind that other departments have their own priorities that may not sync with yours. Ensure you give ample notice and respect their timelines.

An example of a structured email could look like this:

Hi Marcy,

As you're aware, the finance department has set up the budget spreadsheets, and senior management has requested that you input your sales forecasts into them.

Your forecasts should cover the period from January to December 2024, considering any changes in business performance.

Please ensure the spreadsheet is complete for each product line you handle. It's critical that your data is accurate and timely, as senior management will make capital investment decisions based on projected sales revenue.

Our CEO has asked that you finalize your forecasts by the end of business on November 30, 2023—just a week from now.

You can find the link here: xxx.

Please complete your sales forecasts and reach out if you need further clarification. I’ll give you a call later to ensure you received this email and understand the request.

Kind Regards,

Dean

Anticipating the Receiver's Needs

To enhance communication, always consider the recipient’s perspective. Emails should cover the following:

• What? Provide context for your request.
• Why? Clarify the reasons behind it.
• When? State when you need it and the reasons for that timing.
• Who? Identify who is responsible for completing the task.

By adhering to these straightforward guidelines, you can minimize the clutter of multiple emails and improve efficiency.

The goal is to invest more time upfront to avoid endless clarifications.

Demonstrating professionalism in your email communication positions you as a clear thinker. This attention to detail can lead to greater opportunities for advancement within your organization, as business leaders value clarity and thoughtfulness over a flurry of unclear emails.

Recap

Instead of engaging in repeated cycles of vague communication, allocate more time to craft comprehensive emails from the start.

Consider the context and background of your request, its purpose, the timeline, and who is accountable for it. Be aware that your priorities may not align with others, so don’t expect immediate responses under time pressure.

People dislike what I call 'Last Minute Larry' tasks. Being organized and valuing others’ time will enhance your professionalism.