32 Habits of Highly Effective Emailers: How to Make Your Emails More Productive and More Persuasive

Knowing how to write an email is important for a simple reason: Because every white-collar worker lives in his inbox.

At the same time, formal training in email writing is exceedingly rare. Employees — especially junior ones — are just expected to know how to do it; everyone assumes they know every nuance and norm of the medium, for both their industry and their organization.

The results are predictable: Mixed signals. Requests for clarification. Lost time. And a wish for the days when email was a romantic comedy, not a five-hour-a-day time suck.

That’s both regrettable and rectifiable. And that’s what we’re going to spend today doing: Mastering the morass that is email.

Here’s an example: The savviest emailers know that email inherently lacks tone. By contrast, when face to face with someone, you can cross your arms, furrow your brow, lean in, or even just smile.

With email, you have only your written words. So it behooves you to add padding, pleasantries, an emoji — some kind of signal that clarifies your attitude. You need to establish the tone in which you’d like your message to be read.

In this workshop, I’ll teach you how to make your messages more productive and more persuasive. Among the topics we’ll cover:

• How to create tone (it has to do with something called “G.P.S.”)
• The two types of emails
• How to make your subject lines specific
• How to avoid the freeloader effect when emailing a group
• How to follow-up without being a pest
• The right way to C.C. someone
• How to handle an email that you’d prefer to ignore
• Why you should send emails when you’re angry
• Words that make you look passive-aggressive

Transcript

1. 32 Habits of Highly Effective Emailers How to make your emails more productive and more persuasive. Jonathan Rick hi@jonathanrick.com (202) 596-1882
3. Some of the guidelines we’ll walk through today can be debated. And you may well disagree with something I say. That’s perfectly fine. How you email is a very personal matter. It’s informed by your personality, your office culture, and your boss. My goal is not to make you a robot, but to spark a few insights you hadn’t considered.
6. 1. Email: Can’t Live With It, Can’t Live Without Complaining About It 2. Managers Wish Their Team Knew These 4 Truths About Email 3. Here Are 3 Easy Ways to Make Your Emails Friendlier 4. 6 Techniques the Smartest Emailers Swear By Agenda for Today’s Workshop on Email Etiquette
7. 5. 7 Courtesies That Professionals Extend to Others 6. These 3 Email Tricks Will Save You From Unending Frustration 7. 4 Fun Ways to Make Your Emails Stand Out 8. 3 Everyday Emails That Make You Sound Abrupt or Dismissive 9. 3 Rookie Mistakes We’ve All Made With Email Agenda for Today’s Workshop on Email Etiquette
8. Email: Can’t Live With It, Can’t Live Without Complaining About It
11. Reason #1 Thoughtfulness
12. “Unlike instant messaging or video conferencing, email lets you take a step back and consider your thoughts — an unusual advantage in these harried times. It is a space for thoughtfulness, where it’s possible to stand out, to surprise people, to get attention.” —Sarah Begley
13. Reason #2 Mobility
14. “While the mobile web is a rusting scrapheap of unreadable text, broken advertisements, and janky layouts, normal emails look great on phones. They are super lightweight, so they download quickly over any kind of connection, and the tools to forward or otherwise deal with them are built natively into our mobile devices.” —Alexis Madrigal
15. Reason #3 Accessibility
16. “Anyone, no matter how tech savvy or unsavvy, can use email from any device, from wherever they are, all the time.” —Farhad Manjoo
17. Reason #4 Lack of Spam
18. “Spam, which once threatened to overrun our inboxes, has been made invisible by sophisticated email filtering. I received hundreds of spam emails yesterday, and yet I didn’t see a single one. At the same time, the culture of botty spam has spread to every other corner of the internet. I see spam comments on every website and spam Facebook pages and spam Twitter accounts every day.” —Alexis Madrigal
19. Managers Wish Their Team Knew These 4 Truths About Email
20. Managers Wish Their Team Knew These 4 Truths About Email 1. Email is not always best.
23. Text Call Visit
25. > Message Medium
27. 1. Email is not always best. 2. BLUFing is a good thing. Managers Wish Their Team Knew These 4 Truths About Email
28. BLUF Bottom Line Up Front
30. Greg and I recently met with Remy Munasifi, a popular YouTube producer who’s done work for free- market groups such as Reason T.V., the Tax Foundation, and Young Americans for Liberty. Remy has a knack for making tedious subjects (think: Taxes, the T.S.A., civil liberties) hilariously relatable. We asked Remy for his thoughts on Regulatory Reform Month, and he wrote up the attached proposal. We’d love to know what you think? Most People Do This Greg and I would like to pitch you the attached idea for Regulatory Reform Month. In short, we want to hire a popular YouTuber to create a video. By way of background, Remy is a popular YouTube producer who’s done work for free-market groups such as Reason T.V., the Tax Foundation, and Young Americans for Liberty. He has a knack for making tedious subjects (think: Taxes, the T.S.A., civil liberties) hilariously relatable. Smart People Do This
31. Dear World’s Best Boss, Just F.Y.I., I thought you’d get a kick out of this cartoon, about burning your foot on a George Foreman mini-grill. Dear World’s Best Boss, Let me know when you’ll be in the right headspace to sign the timecards, purchase orders, and expense reports, so your hard-working Dunder Mifflinites can go home. Informational Emails Emails Informational Decisional
32. 1. Email is not always best. 2. BLUFing is a good thing. 3. By default, email lacks tone. Managers Wish Their Team Knew These 4 Truths About Email
34. Clues Cues
35. “If you don’t consciously insert tone into an email, a kind of universal default tone will not automatically be conveyed. Instead, the message written without regard to tone becomes a blank screen onto which the reader projects his own fears, prejudices, and anxieties.” —David Shipley and Will Schwalbe
36. http://bitly.com/sendthisemail
37. “Listening goes beyond just hearing what people say. It also means paying attention to how they say it.” —Kate Murphy
38. Nonverbal 55% Vocal 38% Verbal 7%
39. Hey Phyllis, Any chance you can cover for me on Friday? There’s a bottle of Scranton’s finest white wine in it for you… Jimbo Ok. Jim’s Question Phyllis’s Answer
40. Managers Wish Their Team Knew These 4 Truths About Email 1. Email is not always best. 2. BLUFing is a good thing. 3. By default, email lacks tone. 4. You can create tone by adding padding. This is the most important thing you need to know about email.
41. Ok. Happy to help. What Phyllis Said What Phyllis Should Have Said
42. “If you don’t want to sound disdainful in email, be about 50% nicer than you think you need to be.” —Nick Douglas
43. Sure. What I Once Told a Client What I Should Have Said Sure! Sure thing!
44. Karen, Please see me. Your Projector Supervisor, Jim Halpert Hi Karen, Whenever you get a chance — no rush — would you mind swinging by my cubicle? Thanks, J Bad Managers Do This Good Managers Do This
47. Manners impede efficiency. You should always be aware of how others perceive you. Some People Think This Smart People Know This Counterargument #1
48. It’s unrealistic to expect people to channel Emily Post every single time they click “Send.” Because of email’s lack of tone, you often need to be a little extra polite. Some People Think This Smart People Know This Counterargument #2
50. “You have to do email right. Emails are nothing less than written evidence of your organizational savvy.” —Suzy Welch
52. Meaning. What Words Convey What Emojis Convey Feeling.
53. Here Are 3 Easy Ways to Make Your Emails Friendlier
54. G.P.S.
55. Here Are 3 Easy Ways to Make Your Emails Friendlier 1. With a greeting.
56. “Peter, What’s happening?” —Bill Lumbergh
57. Ask #1 How’s the weekly H.R. report coming along? Ask #2 Toby, How’s the weekly H.R. report coming along?
58. “A person’s name is to him or her the sweetest and most important sound in any language.” —Dale Carnegie
59. Ask #1 How’s the weekly H.R. report coming along? Ask #3 Hi Toby, How’s the weekly H.R. report coming along? Ask #2 Toby, How’s the weekly H.R. report coming along?
60. Ask #1 Hi Toby, How’s the weekly H.R. report coming along? Ask #3 Hi Toby: How’s the weekly H.R. report coming along? Ask #2 Hi Toby - How’s the weekly H.R. report coming along? , - :
61. Here Are 3 Easy Ways to Make Your Emails Friendlier 1. With a greeting. 2. With a pleasantry.
62. I hope you’ve been staying warm during the frigid Scranton winter. Any fun costume ideas for Halloween? Whose party are you planning to go to: Angela’s, or Pam and Karen’s? 🎃 🎉
63. “If you send me an email that begins, ‘I hope you’re doing well,’ I probably don’t know you.” —David Martosko
64. Here Are 3 Easy Ways to Make Your Emails Friendlier 1. With a greeting. 2. With a pleasantry. 3. With a sign-off.
65. “Mmmkay” —Bill Lumbergh
66. Talk soon. Let me know. Sound good? Best, Cheers, Sincerely, Good luck! Hope this helps.
67. Adam M. Grant and Francesca Gino, “A Little Thanks Goes a Long Way: Explaining Why Gratitude Expressions Motivate Prosocial Behavior,” Journal of Personality and Social Psychology, 2010.
69. Thanks. Most People Do This Smart People Do This Thanks for saving Bandit! Thanks for helping me translate Michael-speak into English!
70. 6 Techniques the Smartest Emailers Swear By
71. 6 Techniques the Smartest Emailers Swear By 1. Make your subject line specific.
72. Delivering World-Class Paper for Vance Refrigeration Did you fix the baler? Interesting Article About the Lackawanna River Introduction (Phyllis and Bob) Baler Interesting Article Introduction Proposal for Vance Refrigeration Smart People Do This Most People Do This
73. Investment Opportunity: Athlead The Scranton White Pages just dumped its paper supplier! Your Reservation at Schrute Farms (12/11/20) TONIGHT: The Dundies! Whale Sighting! Your Reservation at Schrute Farms Dundie Awards Investment Opportunity Actually Specific Speciously Specific
74. NEED YOUR INPUT: HR Survey Baby Shower at 4 PM – Response Requested Michael, For Your Review: Lunch Menu Quick question about Poor Richard’s happy hour Baby Shower at 4 PM Lunch Menu Happy Hour HR Survey Action-Oriented Actionless
75. What if the subject line in an email you receive is vague?
76. Most People Do This Smart People Do This Proposal RE: Proposal Subject: Subject: Proposal Status of D.M.I. Proposal? Subject: Subject:
77. What if the topic changes as you exchange emails?
78. 6 Techniques the Smartest Emailers Swear By 1. Make your subject line specific. 2. When emailing a group, tag and task people.
79. From: H <hrod17@clintonemail.com>
80. From: H <hrod17@clintonemail.com> Sent: Friday August 20, 2010, 3:45 PM To: JilotyLC@state.gov; Russorv@state.gov; ValmoroLJ@state.gov Subject: Question
81. From: H <hrod17@clintonemail.com> Sent: Friday August 20, 2010, 3:45 PM To: JilotyLC@state.gov; Russorv@state.gov; ValmoroLJ@state.gov Subject: Question Can you find out for me what the N.P.R. stations I can hear on Long Island are? I lost the W.N.Y.C. signal halfway down the island can’t figure out from Google what the next stations are.
82. From: H <hrod17@clintonemail.com> Sent: Saturday, August 21, 2010, 6:41 PM To: JilotyLC@state.gov; Russorv@state.gov; ValmoroLJ@state.gov Subject: Re: Question Did any of this you get this?
83. “When I send an email to one person, there’s a 95% chance I’ll get a reply. When I send an email to 10 people, the response rate drops to 5%. When you add people, you drastically decrease exclusivity and make people feel they don’t need to read the email or do what you ask.” —Patrick Lencioni
84. 0 2 4 6 8 10 12 0 20 40 60 80 100 120 Number of Recipients Rate of Responses (%) The Freeloader Effect l
85. Greetings Accountants, We gotta send the Sabre letter today. Please make sure it’s format- ted correctly, please proofread it, and please include the M&Ms. Greetings Accountants, We need to send the Sabre letter today. Angela, Please make sure it’s formatted correctly. Oscar, Please proofread it. Kevin, Please include the M&Ms. Most People Do This Smart People Do This
86. Greetings Accountants, We need to send the Sabre letter today. @Angela, Please make sure it’s formatted correctly. @Oscar, Please proofread it. @Kevin, Please include the M&Ms. Greetings Accountants, We need to send the Sabre letter today. ANGELA, Please make sure it’s formatted correctly. OSCAR, Please proofread it. KEVIN, Please include the M&Ms. Smart People Do This Very Smart People Do This
87. 6 Techniques the Smartest Emailers Swear By 1. Make your subject line specific. 2. When emailing a group, tag and task people. 3. Use B.C.C. sparingly.
89. 1. Mass Emails
90. 1. Mass Emails 2. Introductions
91. From: Nate To: Pam C.C. Dwight Subject: New Cutbacks Dear Office Administrator Beesly, Please direct all complaints about Scranton Business Park to the new building owner, Mr. Dwight Schrute. I’m copying him and will let you two take things from here.
92. NATE, Thanks for connecting me with Dwight. DWIGHT, I understand you’re the new building owner. I’m the office administrator for Dunder Mifflin’s Scranton branch. Can we talk about the cutbacks you’ve recently instituted? NATE, Thanks for connecting me with Dwight. (I’m moving you to the B.C.C. field. In order to spare your inbox. DWIGHT, I understand you’re the new building owner. I’m the office administrator for Dunder Mifflin’s Scranton branch. Can we talk about the cutbacks you’ve recently instituted? Most People Do This Smart People Do This From: Pam To: Nate & Dwight Subject: New Cutbacks From: Pam To: Dwight B.C.C.: Nate Subject: New Cutbacks
93. Fwd:
94. 6 Techniques the Smartest Emailers Swear By 1. Make your subject line specific. 2. When emailing a group, tag and task people. 3. Use B.C.C. sparingly. 4. Embrace line breaks.
95. Dear Mr. California, The search committee has three questions for you: How will your experience selling refinery equipment translate to our smaller scale here? I’m almost a little concerned that you might be overqualified. Do you think that you are? You are a man of great confidence. Could you speak a little more to that and what the role of confidence would be in a dialogue with a subordinate? Dear Mr. California, The search committee has three questions for you: How will your experience selling refinery equipment translate to our smaller scale here? I’m almost a little concerned that you might be overqualified. Do you think that you are? You are a man of great confidence. Could you speak a little more to that Most People Do This Smart People Do This
96. 1. White Space
97. 1. White Space 2. Capture Everything
98. Dear Mr. California, The search committee has three questions for you: How will your experience selling refinery equipment translate to our smaller scale here? You might be overqualified. Do you think that you are? You are a man of great confidence. Could you speak a little more to that and what the role of confidence would be in a dialogue with a subordinate? Dear Mr. California, The search committee has three questions for you: 1. How will your experience selling refinery equipment translate to our smaller scale here? 2. You might be overqualified. Do you think that you are? 3. You are a man of great confidence. Could you speak a little more to that and what the role of confidence would be in a dialogue with a subordinate? Smart People Do This Smarter People Do This
99. 1. Make your subject line specific. 2. When emailing a group, tag and task people. 3. Use B.C.C. sparingly. 4. Embrace line breaks. 5. Write emails when you’re angry. 6 Techniques the Smartest Emailers Swear By
101. “Never signed. Never sent.” —Abraham Lincoln
102. Catharsis 1. Emotional
103. Catharsis 1. Emotional 2. Strategic
104. 1 Drafts Send to Self Versions 2 3
105. 1. Make your subject line specific. 2. When emailing a group, tag and task people. 3. Use B.C.C. sparingly. 4. Embrace line breaks. 5. Write emails when you’re angry. 6. Use the “schedule-send” function. 6 Techniques the Smartest Emailers Swear By
108. Let’s Recap How many emails should one person send about an issue before trying a different medium? 1/5
109. Let’s Recap Three. 1/5
110. Let’s Recap By default, email lacks ____. 2/5
111. Let’s Recap Tone. 2/5
112. Let’s Recap How do you create tone? 3/5
113. Let’s Recap Padding. 3/5
114. Let’s Recap Name three ways to add padding. 4/5
115. Let’s Recap A greeting. A pleasantry. A sign-off. 4/5
116. Let’s Recap Make your subject line ________. 5/5
117. Let’s Recap Specific. 5/5
118. 7 Courtesies That Professionals Extend to Others
119. 7 Courtesies That Professionals Extend to Others 1. They follow up without being a pest.
120. 1. Recognize that your recipient is busy.
121. 1. Recognize that your recipient is busy. 2. Recap, in one sentence, what you need.
122. F.Y.I.
124. “Never expect or require someone to get back to you immediately unless it’s a true emergency. The expectation of immediacy is toxic.” —Jason Fried
125. What if your issue is truly urgent?
126. Please let me know. In order to keep this project on schedule, I need your feedback by Friday (7/31) at noon Eastern. At that point, we’ll need to proceed with whatever info we have. Most People Do This Smart People Do This
127. 7 1
128. 14 1
129. 28 1 14
130. ❌ Checking-in. ❌ Touching base. ❌ Circling back. ❌ Not sure if you got my last email? ❌ Hello? ❌ Please reply. ❌? I suspect you’re still reviewing proposals. Please don’t hesitate to let me know if there’s any additional info I can provide. I’m so excited about this project, I thought I’d see if you had an E.T.A. for the kickoff? Sorry to nag you; just want to stay on your radar. When the time is right, I’m ready to re- engage. Most People Do This Smart People Do This
131. What if the person you’re following-up with outranks you?
133. 7 Courtesies That Professionals Extend to Others 1. They follow up without being a pest. 2. They keep others abreast of their actions.
134. From: Jan To: Michael Subject: Where’s That QA Report? Michael, Where do things stand with December’s quality-assurance report? Thank you.
135. Dearest Darling Jan, Creed’s been managing this report, so I just asked him for an update. I’ll let you know as soon as I hear back. Lovingly yours, Michael Most People Do This Smart People Do This
136. From: Danny Cordray To: Steve Nash Subject: Invoice for Your Paper Order Steve, I’m attaching an invoice for your Q3 2010 order of paper. Thanks for your business. Danny Cordray Osprey Paper
137. What Most People Do What Smart People Do Received. I sent this to accounts payable. Thanks.
138. If you’d let me know that you received this email, I’d appre- ciate it greatly. Can I impose on you to confirm receipt? That confirmation will allow me to take this invoice off my to-do list. Would you mind sending back a quick “got it” message? I also welcome emoji. 👍✔ That way, I won’t need to pester you with a follow-up. Smart People Do This
139. 7 Courtesies That Professionals Extend to Others 1. They follow up without being a pest. 2. They keep others abreast of their actions. 3. They acknowledge C.C.ing others.
140. From: Pam To: Jim Subject: Pranking Dwight, Part 343 Halpert, I have an idea for a once-in-a-lifetime prank! Swing by when you stop day- dreaming. Beesly
141. Absolutely! And let’s include Darryl. Absolutely! And let’s include Darryl (who I’m copying); he’s as bored as we are. ;) Most People Do This Smart People Do This From: Jim To: Pam C.C.: Darryl Subject: RE: Our Next Prank From: Jim To: Pam C.C.: Darryl Subject: RE: Our Next Prank
142. From: Bruce To: Meredith Subject: Outback on Friday Meredith Baby, I have some more, um, supplies for you. Let’s meet at Outback on Friday. Say 7? Bruce
143. Bruce, As much as I love me a good steak, H.R. says our arrangement violates some kind of ethical issue. + Holly Bruce, As much as I love me a good steak, H.R. says that our arrangement violates some kind of ethical issue. I’m copying Holly, our local H.R. rep, so you know this is serious. Most People Do This Smart People Do This From: Meredith To: Bruce C.C.: Holly Subject: RE: Outback on Friday? From: Meredith To: Bruce C.C.: Holly Subject: RE: Outback on Friday?
144. 7 Courtesies That Professionals Extend to Others 1. They follow up without being a pest. 2. They keep others abreast of their actions. 3. They acknowledge C.C.ing people. 4. They include calendar invites.
145. Dear Jo, When you have a few minutes, might we chat about my commute? As things stand, I’m in Pennsylv- ania Mondays, Wednesdays, and Fridays, and in Florida Tuesdays and Thursdays. Much obliged, Gabriel Susan Lewis Let’s chat tomorrow at 5:43 A.M. Gabe’s Question Jo’s Answer
146. I’ll call you then (5:43 A.M.). I’ll call you then (at 5:43 A.M.). In the meantime, I’m sending over a calendar invite. Most People Do This Smart People Do This
148. 1. They send a calendar invite.
149. 1. They send a calendar invite. 2. They include a phone number.
150. 1. They send a calendar invite. 2. They include a phone number. 3. They specify who’s calling whom.
151. 7 Courtesies That Professionals Extend to Others 1. They follow up without being a pest. 2. They keep others abreast of their actions. 3. They acknowledge C.C.ing people. 4. They include calendar invites. 5. They use hyperlinks seamlessly.
152. Yo Oscar, In China, there are 56 cities with more than a million people. https://www.nytimes.com/2012/ 01/18/world/asia/majority-of- chinese-now-live-in-cities.html How do like them apples? M.G.S. Yo Oscar, In China, there are 56 cities with more than a million people. How do you like them apples? M.G.S. Lazy Seamless
153. 7 Courtesies That Professionals Extend to Others 1. They follow up without being a pest. 2. They keep others abreast of their actions. 3. They acknowledge C.C.ing people. 4. They include calendar invites. 5. They use hyperlinks seamlessly. 6. They don’t let emails linger.
154. “We’re in dire need of a word for the email you put off responding to because you want to give it your full attention — and thus never answer, giving the sender the impression that you don’t care, when, in fact, it is the most important thing in your inbox.” —Lizzie Skurnick
155. “You get an email that makes you think, ‘This requires a thoughtful reply.’ So instead of dashing off a reply as you would with an ordinary email, you wait till you have time to give it the consider- ation it deserves. You never reply.” —Paul Graham
156. I just want to let you know that I received your message. I’m on a deadline until Thursday, so please give me a few days to reply. Got your email. Very busy right now but will reply as soon as I’m able to give this the attention it deserves. Most People Do This Smart People Do This
157. 7 Courtesies That Professionals Extend to Others 1. They follow up without being a pest. 2. They keep others abreast of their actions. 3. They acknowledge C.C.ing people. 4. They include calendar invites. 5. They use hyperlinks seamlessly. 6. They don’t let emails linger 7. They respond to emails even when it’s easier not to.
158. Sloppy Lazy Sleepy Clueless Unresponsive
159. “Responding in a timely manner shows that you are conscientious. That means you’re organized, dependable, and hardworking.” —Adam Grant
160. “Most of the best — and busiest — people we know act quickly on their emails, not just to us or to a select few senders, but to everyone.” —Eric Schmidt and Jonathan Rosenberg
162. These 3 Email Tricks Will Save You From Unending Frustration
163. These 3 Email Tricks Will Save You From Unending Frustration 1. Avoid sending big attachments.
164. 20 If your attachment exceeds this size, then use a file-sharing service. M.B.
165. Hi Ryan, Please find attached Dunder Mifflin’s new pitch deck. (It’s 50 M.B., so your email provider may block it.) Hi Ryan, Here’s Dunder Mifflin’s new pitch deck. I’m sending it via Dropbox because its size (50 M.B.) might prevent delivery to your inbox. Most People Do This Smart People Do This
166. 1. Clogging
167. 1. Clogging 2. Spying
168. 1. Clogging 2. Spying 3. Post-Hoc Changes
169. These 3 Email Tricks Will Save You From Unending Frustration 1. Avoid sending big attachments. 2. Delay the delivery of your emails. This is the first thing I do after creating a new email address.
170. http://bitly.com/bestemailtipever
171. These 3 Email Tricks Will Save You From Unending Frustration 1. Avoid sending big attachments. 2. Delay the delivery of your emails 3. Clear your inbox.
173. 1. Subfolders
174. 1. Subfolders 2. Weekly Goal
175. 1. Subfolders 2. Weekly Goal 3. Bankruptcy
176. 4 Fun Ways to Make Your Emails Stand Out
177. 4 Fun Ways to Make Your Emails Stand Out 1. Customize your mobile signature.
178. ❌ Sent via my iPhone ❌ Get Outlook for iOS Most People Do This Smart People Do This Sent with thumbs; please excuse brvty and types iPhone. iTypos. iApologize. Dictated via Siri — please blame typos on her Sorry to be terse: My phone has small keys and I have big fingers
179. 4 Fun Ways to Make Your Emails Stand Out 1. Customize your mobile signature. 2. Treat your out-of-office auto reply as an opportunity.
180. “I’m out of the office with limited access to email. I’ll return on January 6. In case of emergency, please call Dwight Schrute, Assistant to the Regional Manager, at (703) 242-3456.” —Michael Scott
181. “I’d like to know where this place is that everyone’s going with so-called limited access to email. I’ve been to many places, and there’s been email access at every one of them.” —Tom Readmond Problem #1
182. “In case of emergency, please call 911.” —Lisette Sand-Freedman Problem #2
183. I’m currently out of the office. I look forward to responding to your email when I return on January 6. In the meantime, I’d like to share this article on tricks that can help you get the most out of Dunder Mifflin Infinity. (Number four has saved me tons of time.) I’m attending a conference in New York. My hope is that I’ll bring back ideas and tools that’ll make business even better for my clients. So I can focus on the event, I won’t be responding to emails until I return, on January 6. If you need something before then, please email my colleague, Kelly Kapoor. (She’s super slow busy, so please give her at least 15 business days to reply.) Recommend an Article Describe Your Absence
184. Hello from Jamaica, where I’m on vacation. I could tell you I won’t be checking email, but we both know that’s not true: My iPhone is rarely more than five feet away. But I’d like to unplug as much as possible, so here’s the deal: If you need to reach me right now, email me back. I’ll tell my family I need a few minutes to return a call. But if it’s not urgent, I promise to get back to you when I’m back in the office on 1/6/2019. I’m on vacation. I’ll be avoiding work at all costs. Be Candid (Long) Be Candid (Short)
185. Be Funny A recent study found that vacays can boost performance; relaxation is restorative. This calls for further research! I’ll be out of the office until January 6.
186. 4 Fun Ways to Make Your Emails Stand Out 1. Customize your mobile signature. 2. Treat your out-of-office auto reply as an opportunity. 3. Write your disclaimer in plain language.
187. CONFIDENTIALITY NOTICE: This message and associated attachments are intended for the use of the individual or entity to which it is addressed, and may contain information that is privileged, confidential, and exempt from disclosure under applicable law. If you are not the named recipient, please notify the sender immediately and do not disclose the contents to another person, use it for any purpose, or store/copy the information in any medium. BE WARNED: All the information in the email is mine to do with as I please, such as exploit for profit, use as blackmail, and/or quote on my blog. Note: This disclaimer overrides any disclaimer or statement of confidentiality that may be included in your email. Most People Do This Smart People Do This
188. 4 Fun Ways to Make Your Emails Stand Out 1. Customize your mobile signature. 2. Treat your out-of-office auto replies as an opportunity. 3. Write your disclaimer in plain language. 4. Buy your own domain.
189. • Before asking for computer help, still thinks it’s funny to say, “I’m computer illiterate” • Calls you on the phone to tell you about a neat website they’ve discovered, then says into the receiver, “Ok, go to h… t… t… p… colon… slash… slash… w… w… w… dot… • Usually types in ALL CAPS • Sends you email chain letters saying that Bill Gates will eat your hard drive unless you forward this message to everyone you know • Most likely knows their way around a computer • When the Internet stops working, actually tries rebooting the router before calling a family member for help • Good chance they’re skilled and capable • Maybe even a digital consultant @YourName .com
190. 3 Everyday Emails That Make You Sound Abrupt or Dismissive
191. 3 Everyday Emails That Make You Sound Abrupt or Dismissive 1. When you use passive-aggressive language.
192. ❌ Per my last email… Most People Do This Smart People Do This It seems that we’re miscommu- nicating. Let me try to clarify. Sorry for the confusion. Here’s what I meant. Exam ple #1
193. Actually, I pulled that sentence from our website. Most People Do This Exam ple #2
194. Actually, I pulled that sentence from our website. Most People Do This Exam ple #2
195. Actually, I pulled that sentence from our website. Most People Do This Good catch. I pulled that sentence from our website. Smart People Do This Exam ple #2
196. 3 Everyday Emails That Make You Sound Abrupt or Dismissive 1. When you use passive-aggressive language. 2. When you apologize without sincerity.
197. Most People Sorry, I forgot! Smart People I’m terribly sorry — this slipped my mind.
198. Most People Sorry, I forgot! Smart People I’m terribly sorry — this slipped my mind.
199. Most People Sorry, I forgot! Smart People I’m terribly sorry — this slipped my mind.
200. Most People Sorry, I forgot! Smarter People I’m terribly sorry — this slipped my mind. From now on, I’ll check my calendar first thing in the morning, so this doesn’t happen again. Smart People I’m terribly sorry — this slipped my mind.
201. 3 Everyday Emails That Make You Sound Abrupt or Dismissive 1. When you use passive-aggressive language. 2. When you apologize without sincerity. 3. When you ask without explaining.
202. Would you please send over the address list for today’s deliveries? Most People Do This
203. Would you please send over the address list for today’s deliveries? Most People Do This Would you please send over the address list for today’s deliveries? Roy asked me to add two clients. Smart People Do This
204. 70% That’s how many people will do what you ask — if you explain why.
205. Jim, I need your rundown. Thanks, Charles Most People Do This Jim, I need your rundown. Corporate asked me for this info, so I can get up to speed. Thanks, Charles Smart People Do This
206. Clark, Can we chat quickly? Pete Most People Do This Clark, Can we chat quickly? I think Andy just asked me to take Erin out on a date. Pete Smart People Do This
207. 3 Rookie Mistakes We’ve All Made With Email
208. 3 Rookie Mistakes We’ve All Made With Email 1. Providing false hope.
209. ❌ I’m crazy busy right now. Can we reconnect in a couple of weeks? ❌ Let me get back to you. Most People Do This Smart People Do This I think what you’re doing is important, and I wish I could help, but I just don’t have the time. Thanks, but I need to pass on this.
210. You know David Wallace, right? He’s organizing a conference this fall at which I’d like to speak. The last time I contacted him, he suggested that I attend (which I’d have to pay to do). But I’m not interested in attending; I’m interested in getting hired. Do you think I should follow-up, or is David focused on putting butts in seats? Thanks for your candid guidance. In fact, David and I do a fair amount of business together. Which means I can guarantee that his interest, at this point, is in putting butts in seats. And since you and I are friends, I can tell you in plain language that it is highly unlikely he is going to book you as a speaker for this in the future. You and I know that anything can happen, but this is not where I would invest my time if I were you. What I Once Asked a Friend What He Wrote Back
211. 3 Rookie Mistakes We’ve All Made With Email 1. Providing false hope. 2. Asking for something without providing an out.
212. From: Erin To: Deangelo Subject: My Annual Raise Hiya Deangelo, I’m disappointed that I haven’t received a raise in the past three years, so I’d welcome the chance to talk with you, my new manager, to make sure I’m on the right track for this year. Thanks!
213. Ask #1 Please let me know when you’re available for a meeting. Ask #3 Might we possibly chat? I’m available in what- ever way is easiest for you: Coffee, lunch, your office, even over cake in the conference room. If you don’t have time, I understand. Ask #2 Can we chat? I’m available in what- ever way is easiest for you: Coffee, lunch, your office, even over cake in the conference room. What do you think?
214. 3 Rookie Mistakes That We’ve All Made With Email 1. Providing false hope. 2. Asking for something without providing an out. 3. Asking a question that you can answer yourself. This is how you can tell who’s destined to climb the ranks, and who’ll stagnate.
215. From: Bill To: Jonathan Subject: B.C.R.A. Jonathan, Please find out which senators voted for B.C.R.A.
216. Most People Hi Bill, So sorry about this, but I don’t know what B.C.R.A. is. Can you clarify? Smarter People Hi Bill, The following senators voted “yes” for the Bipartisan Campaign Reform Act: 1. Akaka (D-HI) 2. Baucus (D-MT) 3. Bayh (D-IN) 4. Biden (D-DE) 5. Bingaman (D-NM) 6. Boxer (D-CA) 7. Byrd (D-WV) Smart People Hi Bill, I’m not sure I know what B.C.R.A. is, but here’s what I think: Is this McCain-Feingold?
217. Let’s Recap In general, how long should you wait before following- up? 1/6
218. Let’s Recap At least one week, and ideally two. 1/6
219. Let’s Recap Is giving a deadline to a superior appropriate? 2/6
220. Let’s Recap Yes. 2/6
221. Let’s Recap What two things should you do when C.C.ing someone? 3/6
222. Let’s Recap Acknowledge doing so and explain why. 3/6
223. Let’s Recap Smart emailers do three things when scheduling a call. 4/6
224. Let’s Recap 1. They send a calendar invite. 2. They include a phone number. 3. They specify who’s calling whom. 4/6
225. Let’s Recap What’s your favorite new auto reply? 5/6
226. Let’s Recap When asking someone to do something, what should you add? 6/6
227. Let’s Recap An explanation. 6/6
228. From To… Subject: You hi@jonathanrick.com Your Workshop on Email Writing Send