In December 2018, I wrote the Ombuzz blog column “You Sent That?”, which discussed both WHEN to use email and HOW to use email added effectively. If you accept not apprehend that post, or accept back forgotten, one of the items I addressed was the accent of including a anecdotic accountable band that explains the purpose of the email to advice the almsman accent the email, ahead the content, and calmly chase and locate the email afterwards if necessary.
Recently, while scrolling through Twitter, I stumbled aloft a column by none added than New York Times Bestselling Author, Keynote Speaker, Ph.D. Organizational Psychology, Conflict Doctor, Liane Davey, acclamation the accent of email accountable lines. I knew I had to allotment her ablaze insights. Dr. Davey recommends activity above answer the purpose of the email. She recommends including connected accountable curve with a alarm to action!
Below is a arbitrary of Dr. Davey’s guidelines and techniques to advance email.
Use verbs in your accountable line!
The best important allotment of your email is the accountable line. Use verbs to analyze the best important activity for your reader. Do you appetite them to decide, review, validate, choose, edit, suggest, or approve? As you address the email, accomplish abiding that activity is advanced and centermost so the receiver knows how to triage, digest, and act aloft your message.
In addition, accommodate abundant advice to acquiesce the receiver to triage the message. A bright verb and a specific noun accomplish for a acceptable accountable line.
For example:
Consider Connected Headers
Standardized headers are decidedly advantageous for teams. They actualize a accepted accent and mutually accepted expectations the aboriginal time.
Action Appropriate COB: This agency you charge this email to be apprehend and responded to afore abutting of business. Annihilation in this class charge be dealt with afore the end of the accepted alive day (e.g., 5:00pm or whatever the end-of-day is for you). These are generally accomplishments that crave you to do commodity with the acknowledgment the aforementioned day. Receivers shouldn’t airing out the aperture until these are done. (So, use this attack sparingly.)
Action Appropriate EOD: This agency the email contains commodity that is important to the abutting day’s work. While EOD stands for end of day, and would accordingly beggarly 11:59pm, I adapt this one as afore start-of-day tomorrow. If the sender starts alive at 8:00am, it needs to be in their inbox at 7:59am.
Action Appropriate Date: For annihilation added than COB or EOD, use a specific time or date to accord your admirers accuracy about back you charge a response.
Primer for x: This agency the email contains advice that needs to be apprehend afore addition event. It agency that there isn’t an email acknowledgment required, but it will be an important album for commodity you’re doing.
FYI: This agency the email is of low coercion and can be filed and apprehend later, if needed. Back this is accompanied by a acceptable accountable line, it facilitates chase and retrieval if and back the advice becomes important.
What comes afterwards a abundant accountable line? Check out Dr. Davey’s commodity to apprentice more.
By Elizabeth Hill, Associate Director, University of Colorado Boulder Ombuds Office
First appear in Ombuzz on December 16, 2019
How To Write An After Action Review – How To Write An After Action Review
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