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5 Tips for Handling Your Own Emails

In Uncategorized on February 19, 2010 at 4:11 pm

Many people / businesses do it everyday. What is “it” you ask? Sending and receiving emails. However, how many people know how to word their emails in such a way that tone doesn’t get lost in translation and the recipient gets as clear a message as possible? Not very many people are aware of the simple email tips that can either make or break the effectiveness of your organization’s electronic communication.

Additionally, many people get lost in their emails and more often than not don’t have time to respond to each and every one that came in during business hours. Of course these business owners / executives know that they owe their clients a timely response, but other professional commitments or maybe even the desire to get to that evening happy hour can get in the way of that. We’re all human. It happens to the best of us, but if you behave in such a way, be prepared for client escalations.

To avoid such situations, you can keep the following rules in mind:

1. Try to respond to every email within 3 hours. Of course, this may not always be possible, but this should be your goal – especially in the case of emails sent during your regular business hours. Customers are aware that they may not get an instantaneous response when sending an email, but that shouldn’t be taken for granted as some clients may feel that the message they have sent should be at the top of your list – and they’re not out of line for feeling that way – after all -they are paying you.

2. If there will be significant delay to responding emails and you are aware of this, set an autoresponder so that the customer is aware that you have meetings all day, are in and out of the office, etc. You won’t believe how much face this will save in the long run. The client will know to expect a delay and won’t necessarily be sitting in front of the PC (or MAC) anxiously awaiting your response.

3. Check “High-Priority” emails first. Let’s hope that your clients (or even fellow employees) know the rules for sending high importance emails. If they do, they are sending the message to you that way for a reason. Putting their issue ahead of the crowd can definitely help save you from encountering (and coaching a customer through) a potential disaster.

4. As a general rule of thumb, if your email response will be longer than around 250 words, it may be best to follow up with the client via phone call and send an email summary to recap the key points of what was discussed. Email was originally intended to be a quick method of communication. Don’t be counterproductive here. There are, of course, exceptions to this “rule” – i.e. if the client has asked for email communication only, if the client is expecting the email, etc.

5. If you are worked up in any way before you send an email, save it as a draft, step away from your PC (or MAC) for around 5 minutes or so to cool down before coming back to review the email and send. Your attitude can come across in email for sure. The last thing you want to do is send a furious email to your client and heighten the tension between you two (or more). Usually after taking a brief break, you are better able to focus and control any anger than may come through your email.

About the author: Elise Connors is an Associate Account Manager for a top internet firm. She enjoys helping people start their own online businesses and maintain effective communication between themselves and their client base.