Get Your Message Across
Ensure Your emails get read and get results
In our fast-paced work environment, we juggle multiple tasks with different teams. Information overload is real. We communicate through emails, Slack, and other channels multiple times a day. While we may have all the details we need, the people we’re reaching out to often don’t. That’s why context is king 👑.
I can’t tell you how many times I’ve been forwarded a thread or sent a follow-up email for a conversation I wasn’t a part of. It’s frustrating when people assume I’ll dig through long threads to figure out what’s going on. Time is precious, and frankly, I’m not going to waste it trying to decode someone else’s vague messages. I know I’m not alone in this—especially the higher up you go in the management chain.
Over the years, I’ve developed a few simple tricks to ensure that the critical information I need to share is both read and acted upon. Here are my top tips to help you get heard and get the answers you need:
1. Time To Realization (TTR)
This is key in emails. How long does it take for the reader to realize what your email is about? Improve your TTR by adding specific information in brackets to the subject line. For example, [Urgent] Yearly Budget Allocation or [Feedback Needed] Rolling Out New Pricing Page.
2. Bottom Line Up Front (BLUF)
I often start my emails with a "bottom line"—a brief, 1-2 line summary of what the email is about. It’s like a TL;DR, but even shorter. This works wonders, especially for busy managers and executives.
3. Summary at the End
If your email is long, add a summary at the end to tie everything together. It’s a quick recap that reinforces your main points, similar to the BLUF at the top.
4. Avoid Long Threads
If an email thread goes beyond 2-4 messages, something isn’t clear. At that point, it’s better to schedule a short 15-minute meeting to iron things out.
5. Clear Call to Action (CTA)
If you need someone to do something, be explicit about it. Clearly state any action items and tag the relevant person. Tip: Add the person’s name in the email, e.g., “@Name1, please share the timeline estimation.”
6. Context is Everything
I get a lot of emails that ask questions but lack context. This not only annoys me but also makes it hard to provide the best answer. To avoid this, I use a method similar to the STAR technique (Situation, Task, Action, Result). Provide background info, explain the current status, and then detail the issue at hand. Tip: Assume you’re explaining it to someone who knows this is happening but has no idea about any details.
Example mail
Effective email communication is about clarity, brevity, and context. Use clear subject lines, provide a quick bottom line, summarize lengthy emails, avoid long threads, give specific calls to action, and always provide context. These tips will help ensure your emails are read and get the responses you need.