Welcome, grasshopper, to your second lesson in email management. We have learned how to manage our inboxes, and therefore be better receivers. Now we are going to travel further along the path to electronic enlightenment and learn how to be better senders, through the teachings known as The Four Noble Email Truths. As Buddha says: Through poorly structured emails you may 'solve' one problem, but you sow the seeds for another.
Noble Email Truth 1: A Vague Subject Line is Frustrating and Painful
Most of us -and I am as guilty as anybody - use subject lines to describe. "Millennium Falcon", "Jedi Training" and "Chewbacca" tell readers what the email is referring to, but give no hint as to what the actual topic of the email is. Most readers scan their inboxes by subject, using them to pick and choose which items to read now, and which to read later. Using the subject line to summarize your email, as in "The Millennium Falcon bathroom is low on toilet paper", "Jedi training at my swamp, Tuesday" and "Chewbacca has fleas - anyone recommend a good flea collar?" allows readers to decide if the message is relevant right now, or if it can wait until later. It also allows them to quickly look back over saved emails and find information quickly. And if you're scheduling a meeting or conference call, include the date, time and topic in the subject line, so readers can organize their calendars more effectively. Buddha says: Clarity and detail are necessities, not luxuries. Without them, emails cannot survive.
Noble Email Truth 2: All Emails Have a Cause
Too many forwarded messages begin with an answer. How often has something like this ended up in your inbox:
To: Han Solo
From: Lando Calrissian
Subject: Re: Re: Re: Father
Wow. Luke must be, like, totally tripping!
Because you have no idea what the sender is referring to, you have to scroll through a multitude of responses to find out. And because reading email, as we learned last week, actually costs money, sending messages like these is expensive and time consuming for the reader. Now read this one:
To: Han Solo
From: Lando Calrissian
Subject: Re: Re: Re: FatherVader just told Luke that he is his father. Wow. Luke must be, like, totally tripping!
If you have to forward a message, give the reader enough context to orient them right away. In a multi-person conversation, replies may arrive out of order. And no, you don't have to include the entire conversation in your forward - just the relevant information. Buddha says: An email that is forwarded and put into context is more important than an email that exists only as a forward.
Noble Email Truth 3: The Confusion About Action Can Be Ended
Make action requests crystal clear. You may have copied someone on an email, expecting that they would read it and respond appropriately - but if you haven't written out what you want them to do with the information, there's a good chance they won't catch on. Example:
To: Jabba The Hut, Darth Vader, Boba Fett
Subject: Draft plan for galactic domination is done
The attack draft is done. Check it out in the attached file. The Emperor will need our responses by the end of the week.
People, unfortunately, are not mind-readers. Sometimes you just need to spell it out for them.If your message is going out to multiple readers, clearly mark out what each person should do with the information, or what steps you need them to take:
To: Jabba The Hut, Darth Vader, Boba Fett
Subject: Draft plan for galactic domination is done
Jabba: Can you elaborate on your plan to acquire Princess Leia as your love slave?
Vader: Not sure of the logistics of freezing Han Solo in carbonite. Can you forward some specs?
Boba Fett: Please submit a quote for your bounty-hunting services, and complete the attached application for custody of above-mentioned frozen Solo.
The attack plan draft is done. Check it out in the attached file. The Emperor will need our responses by the end of the week.
When you're clear about what you want, you get what you need - and you reduce your chances of getting buried under a pile of confused replies. Buddha says: All wrong-doing arises because of unclear email requests. If email is transformed can wrong-doing remain?
Noble Email Truth 4: The Way To End The Cause Of Email Suffering
Send less email.
Can it really be that easy? Yes! The less you send, the less you get - and the less you contribute to someone else's inbox insanity. Rather than having ten separate email conversations with one person, include all relevant topics in one email - or better yet, call them! You'll save a ton of time, and get the information you need immediately. And you'll leave your own inbox clear for...well, more messages. But the more you practice these Four Noble Truths, the more likely your clients and colleagues will follow suit. It's not just good practice for you - it's good training for others. Buddha says: Every human being is the author of his own inbox health or disease.
Your mission, should you choose to accept it: Peek through your Sent folder and see how many of your own messages fall short. Do your subject lines describe, or summarize? Are you guilty of forwarding without context? Do you send messages when it would be easier - and faster - to call? Could you become a better sender?
Do you have any tips and/or tricks to managing your email? Post them on our forum!
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