As much as we love email, it depends on the context and message you are trying to get across. The medium is the message and when you need to get a response or communicate urgency, you call or do F2F. Email is great for short conversations and simple topics. Think about what you're sending and what you'd like to get out of the email conversation.
I tend to request confirmations a lot (i.e. "can you confirm x") to make sure there's a shared understanding: just because you've written something in a previous email doesn't mean the recipient actually read it.
1. Make sure email is the best way to communicate. Email is great when you or the recipient need to reference the material later. Email is also good when you don't need an urgent response. Otherwise, a phone call, text message, or meeting in person might be better.
2. Only ask one question/topic in an email. Multiple questions rarely work well in an email. If you must ask more than one question, you should probably send one email about the most important question and then follow up with a second question once you get a reply. If you ask too many questions in one email, the recipient may get overwhelmed and not respond.
3. Have a clear call to action at the end of the email. It could be a final question that asks for the recipient's opinion. If you have no need for a reply, say "No reply needed." That will let the recipient know that you don't expect a response.
I wrote more about how to write effective emails on my website with 2 sample emails for common workplace situations: https://www.climbuptheladder.com/getting-the-most-out-of-ema...
Since 90% of that session tends to be putting out fires and lowering their blood pressure around whatever panic they have worked themselves into that day about the project not moving forward quickly enough for their liking. Having a set time each day when you make yourself available is itself soothing and a way to instil confidence into your process.
Of course it all flies out the window during a crunch anyway ;)
- If you're presenting options, label them with numbers/letters so people can easily reference them in a reply.
- Instead of leaving follow-up actions open-ended, specifically call out what you're going to do, when you need a response by, etc.
1. Split any long sentences.
2. Identify any list-like information (anything with multiple 'ands' or 'ors' or commas) and turn those into bulleted or numbered lists.
3. Summarise what you want the person to do in a short sentences at the beginning of the email.
4. Go through the rest of the email and delete anything that the person isn't going to need, in order to do the thing specified in (3).
5. Now think about it from the reader's perspective. If they get this email and read it from start to finish. What are they going to do in the next 15 seconds? After you empathise with them, you may want to add/remove some more info.
2. Practice.
- Be brief.
- Use simple language.
- If you're asking for things to be done, bullet item or number them and make your request clear and flesh out the details up front. Provide them with the information that will make their work easier.
- Do not send needless emails and responses (such as "Thanks" replies).
Plan accordingly.