Being careful when sending an email is something every knowledge worker must consider on a daily basis. Below is a section from my article, Effective Email Etiquette, to highlight when it is best to put something in an email and when it is not.

Don’t Send that Email … Unless You Have To!

One of the biggest challenges in effective communication is deciding the medium for the message. For many people, email is a common way to share information. In fact, it is often preferred, as implied by the saying, “this was another meeting that should have been an email.”  Yet it does have limits. Here are times when email is appropriate:

1. Routine communication: Emails are suitable for routine updates, sharing information, and conveying non-urgent messages. If your message is not time-sensitive and allows for a delayed response, email is a suitable choice.
2. Documentation: When you need a written record of communication, such as project updates, agreements, or decisions.
3. Scheduling and coordination: For arranging meetings, confirming appointments, and coordinating schedules.
4. Formal communication: In professional settings, emails are often appropriate for formal communication, such as job applications, official announcements, and business proposals.

However, there are situations when hitting send on that message would cause trouble:

1. Urgent matters: In situations requiring immediate attention or response, consider using a more direct and real-time communication method, such as phone calls or instant messaging.
2. Sensitive or confidential information: Avoid sending sensitive or confidential information via email, especially if it involves personal or financial details. Use secure methods or direct communication for such matters. If your message involves emotional or sensitive topics, consider having a face-to-face conversation or using a more personal communication method to avoid misunderstandings.
3. Complex issues: For complex or nuanced discussions that may benefit from real-time interaction and clarification, opt for a meeting or a phone call.
4. Negative feedback: When providing constructive criticism or negative feedback, it’s often better to deliver it in person or over the phone to ensure clarity and understanding.

What to know more about how to do better emails? Read the entire article on Effective Email Etiquette.

Have you ever opened an email and found it to be the size of a short novel? Did it make you want to close it up and not read a word? Now have you ever sent one of those emails?

Sending enormous emails is not ideal. Email works best when it is brief and to the point. Earlier this year I wrote on an article on my website about email etiquette. In that piece, I shared several tips on how to craft your messages to avoid the enormous emails problem. Below is that section from the article.

Well, there is no hard and fast rule on the maximum length of an email, there are general guidelines based on purpose, content, and preferences of your audience.

1. Brevity is Key: Aim to be clear and concise in your communication. Most people appreciate emails that get to the point without unnecessary details. If you have multiple topics to discuss, consider breaking them into separate emails. This helps the recipient to absorb information more easily.
   
2. Use Paragraphs and Bullets: Organize your content into short paragraphs and use bullet points to make the text easy to scan for recipients to grasp the key points quickly.
   
3. Avoid Information Overload: Too much information in a single email can be overwhelming. Focus on the most important details and provide additional information or attachments if needed.
   
4. Effective Use of Hyperlinks: Instead of including lengthy information within the email, use hyperlinks to direct recipients to additional resources or details.
   
5. Closing and Call to Action: Clearly state your closing remarks and any necessary calls to action. Be specific about what you expect from the recipient if any action is required.
   
6. Proofread and Edit: Before sending, review your email for unnecessary information or repetitive content. Edit for clarity and brevity.

One final point. If you need to share large amounts of information through email, consider sending it as an attachment. Whether as a Word of PDF document, it is easier for the recipient to open the information in a more readable application and print out cleanly if needed.

To learn more about effective email etiquette, please read the rest of the article on the Efficient Librarian website.

In January 2024, I presented a new webinar called Effective Email Etiquette. It was designed to highlight best practices for all aspects of email communications. In this post I’ll look back at the tips on how to make effective subject lines.

A well-crafted subject line is crucial for getting your email noticed and read. To that end, there are simple rules to follow regarding subject lines.

1. Be Clear and Specific: Clearly convey the purpose or main topic of your email. Avoid ambiguity to ensure the recipient understands the content. Aim for brevity to make it easy for the recipient to quickly grasp the essence of the email. Most people receive numerous emails, so concise subject lines are more likely to be read.
2. Use Action Words: Incorporate action verbs that prompt the recipient to take a specific action or convey a sense of urgency. If there’s a time-sensitive element to your email, mention it in the subject line. However, be honest and avoid overusing urgency, as it can lead to fatigue.
3. Personalize When Possible: Include the recipient’s name or reference specific details related to your relationship or previous interactions. Personalization makes email stand out and feel more relevant to the recipient.
4. Highlight Benefits or Value: If your email offers value or benefits to the recipient, mention this in the subject line. Conveying the value of the email can increase the likelihood of it being opened.
5. Be Mindful of Tone: Match the tone of your subject line to the nature of the email and your relationship with the recipient. Avoid overly formal or informal language unless it aligns with the context. Writing in all caps or using excessive punctuation can make your email appear unprofessional or overly urgent. Use proper capitalization and punctuation for a polished look.
6. Consider Mobile Users: Many people check emails on mobile devices, so ensure your subject line is mobile-friendly and not too long.

Remember that an effective subject line can significantly impact the success of your email communication by having it more likely to be opened. Therefore, it is well worth the effort to put in an eye-catching subject line.

To see all of the effective email tips, please read the article accompanying the webinar.

Remember back to the last time you typed a very important work email. When the moment arrived to send it to multiple people, a problem arose. Most of the recipients are only being notified of the message as a courtesy and no action was required from them. Do you CC them or BCC them? That is the eternal question?

Back in January I presented a webinar about Effective Email Etiquette. One of the topics I touched on was when it is more appropriate to use CC over BCC. For a refresher, the difference between the two is that CC means all recipients know that person was copied. The BCC is a blind copy and only that person knows they have been copied.

When is it best to CC a recipient?

1. For Informational Purposes: CC is commonly used when you want to keep someone in the loop or inform them about the content of the email without requiring their direct action. It allows additional recipients to be aware of the conversation or information exchange.
2. When Multiple Parties Need to Be Informed: Use CC when there are multiple individuals or teams that need to be aware of the communication but may not need to actively participate.
3. To Keep a Record: CC can be used to keep a record of the communication for someone who may not be directly involved but needs to be aware of the conversation for documentation purposes.
4. To Include a Supervisor or Manager: If you are communicating with a colleague and want to keep their supervisor or manager informed, CC can be an appropriate option.

When it is best BCC a recipient?

1. For Privacy and Confidentiality: BCC is used when you want to protect the privacy of recipients by concealing their email addresses from others on the list. It is often used in mass emails to protect the privacy of recipients.
2. To Avoid Reply All Confusion: If you are sending an email to a large group and want to avoid cluttering inboxes with unnecessary replies, you can use BCC to hide the recipient list.
3. When Introducing New Contacts: If you are introducing someone to a group or connecting people who may not know each other, using BCC can maintain privacy while facilitating introductions.
4. For Sensitive Matters: When discussing sensitive or confidential matters and ensure that recipients do not see each other’s email addresses, BCC can be a useful tool.

As you consider whether to CC or BCC, there are some important considerations to consider:

1. Ethical Use: Use CC and BCC ethically and responsibly. Avoid using BCC to hide information that should be transparent or to deceive recipients.
2. Recipient Expectations: Be mindful of recipient expectations. Some people may be sensitive about being CCed on emails, so use discretion.
3. Company Policies: Some organizations may have specific policies about the use of CC and BCC. Familiarize yourself with your company’s guidelines.
4. Replying and Forwarding: Note that when recipients reply to an email, everyone in the CC list will see the reply. BCC recipients, however, will not be able to see each other’s replies.

To learn more about effective email etiquette, please read the full text of the webinar on the Efficient Librarian website.