6 Ways to Become a Better Email Communicator in 2023

 

Effective email communication is a highly in-demand skill in 2023, particularly in the world of business. The number of active email users is forecast to grow to a staggering 4.3bn this year, as digital transformation continues apace.

If you are struggling to get people to read and act upon your emails, perhaps it’s time to brush up on your online communication skills and user engagement strategy. Read on for our top tips for becoming a better email communicator.

 

usage of Email stats

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1. Set out with a purpose

Overcommunication by email is a common mistake. Begin by asking yourself if it’s really necessary to send an email. Would another method of communication be more appropriate or achieve better results? 

Sometimes a quick enterprise automation phone call can be a more personal and efficient way of delivering or obtaining information. This is especially relevant if you are discussing a sensitive or private subject. Don’t disregard the benefits of having a real conversation.

There are also times when a more secure method of communication may be required. For example, businesses in the financial, healthcare, and legal sectors are particularly and understandably cautious of security risks.

They may prefer using fax rather than email for official document transmissions. You can even learn how to fax online, instead of using an actual fax machine.

 

Emails are most appropriate in the following circumstances:

  • When you have a clear purpose in mind or want to encourage someone to take a specific course of action
  • If you need to reach a large number of people at the same time
  • You want to send different types of attachments 
  • If you don’t have any other contact details for the recipient

Timing is everything, particularly if you are sending out marketing emails. Does your business offer special promotions based on key dates, such as Easter? Consider using a calendar scheduling app so that you don’t end up sending emails out on the wrong day.

 

2. Use the right email style

When planning email campaigns, ensure that your emails’ language and tone are right for their intended audience and can’t be misinterpreted. Emails don’t come with the same visual and auditory clues as face-to-face communication, so pay close attention to punctuation, capitalization, and choice of words.

Email marketing automation allows you to send out personalized emails to both prospective and existing customers on a schedule, or if specific conditions are met. For example, a persuasive sales email to a new prospective customer will be different from a nurturing email thanking someone for making a purchase.

 

3. Nail that irresistible but clear subject line

It’s essential to make a good first impression. A good email newsletter design and email subject line should grab the recipient’s attention, but also summarize the purpose of the email. Prevent your emails from going to spam by avoiding misleading or blank subject lines.

 

4. Avoid formatting faux pas

No reader will appreciate being bombarded with long blocks of hard-to-read text. Emails should be clear and concise, with easy-to-read sentences. Remember to use bullet points or numbered lists to make it easier for readers to absorb the information.

If you need to make lots of points in an email, it may be worth considering breaking it down into several shorter ones. This will allow people to respond to one point at a time – although don’t shower people with too many emails at once.

 

5. Pride yourself on a polite and professional approach

Every email that you send is a reflection of your professionalism. The copy should be informative and free of ‘text speak’ abbreviations. Avoid using informal language unless you are very familiar with someone. Be aware that your email could be printed off and viewed by others, even if you consider it to be private.

Never send an email when you are feeling angry. Always calm down and think carefully about crafting a professional response to any complaint you receive from a colleague or customer.

 

6. Proofread your way to perfection

It’s never a good idea to press send as soon as you have finished writing an email. Punctuation and spelling errors can be embarrassing at best and at worst, could even result in lost business opportunities.

Using spelling and grammar-checking software can help to ensure your copy is error-free. However, bear in mind that no spell-checker can ever be 100% effective.

Words may be spelled correctly but not in the context in which you use them. For example, they may appear to sound like they lack empathy. It can also be useful to get a colleague to proofread your copy – two pairs of eyes are almost always better than one.  

 

There are also other checks that are vital to make:

  • Check that the recipient’s email is correct
  • Is the recipient’s name spelled correctly?
  • Have you used Cc/Bcc correctly – avoiding any privacy issues?
  • Do any attachments work?
  • Have you signed off properly?

 

Email communication to aid teamwork

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Email communication to aid teamwork

Once you nail your own email communication, it’s time to get your team for process improvement. An email is a core tool for commercial communication.

If you are a business owner, you will need to be able to rely on and trust your team to create effective emails on your behalf. If you identify a training need here, there are many popular online courses that can help.

Don’t forget to provide your marketing team with all the tools, such as an email finder, which they may need to communicate effectively while working on email collaboration. Your team will certainly thank you for investing in hassle-free, leading technology, such as the best small business phone systems.

It’s also important to check that any service providers are the best fit for your business. Why not do a comparison? For example, if you are looking at phone systems, make sure that you check out all the alternatives to Mitel to enhance productivity.

 

Now is the time to create effective emails

Whether the recipient is a colleague, a customer, or even a personal acquaintance, you can’t afford to ignore the importance of email. Engaging readers in clear and concise communication can really reap rewards.

 

Velasco, Iverson Carl
Iverson Carl Velasco

Iverson Carl Velasco is the Senior Partnerships Manager at ContactOut, a recruitment intelligence tool that allows users to easily find email addresses and phone numbers. He has more than a year's worth of experience in link-building, editorial production, and digital publishing.

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