US companies need to put more thought into their emails. These correspondences offer up many opportunities, but if misused or underutilized, they can incur countless setbacks too.
Moreover, people are increasingly looking for measures to counter spam emails and other nuisances. Whether it’s customers or colleagues, all parties can be tetchy regarding what types of content enter their inboxes and when.
Some emails must also tempt a response. Otherwise, senders merely shout into the void, with no guarantee that the recipient opened the message at all.
Of course, begging for replies is hardly appealing, either. You may need to approach your team and target audience differently as well. Some measures can work for both, but not always. Regardless of your situation, here are 5 ways to tempt more responses to your work emails.
Flag Emails Appropriately
When you send an email to somebody, you can typically flag the level of importance the correspondence should be regarded with. Systems vary on how this can be done (sometimes the recipient has to toggle the status themselves), but generally, the sender chooses between two options; high importance (sometimes listed as ‘urgent’) or low importance.
Granted, most people are aware of this part of email etiquette. However, misuse and misjudgements here should be regarded in more detail. After all, if you’re highlighting emails as ‘urgent’ when they’re actually on the dryer side, there can likely be no faster way to sour an email correspondence and break faith with the recipient.
So, it’s important to set expectations around your emails appropriately. If you can flag something as important when it truly is (i.e. sales promotions for customers, changes to meeting schedules for colleagues), people will value and trust your exchanges and be more likely to read whatever email you send, regardless of the status you set for it.
Customers can decide what’s important when they opt-in to receive emails from the firms they’re interested in too. If they’ve signed up for news around promotions and sales that might be underway, a high-priority message could be necessary. Should you be sharing light-hearted trivia with them or otherwise informally ‘touching base’, perhaps toggle off that urgent alert if you can.
Attach Compressed Files
Some files are too large to send over email in their original formatting. However, once you compress them, the situation changes.
You can use a PDF compressor to make these files more palatable for email and other sharing platforms. The service can reduce file sizes by as much as 99%, and the tools can be used for free, too. Users can compress PDF files in seconds, even if they’re exceedingly large. Document quality is never lost, either, so emails can be sent out with uncompromising value.
Of course, this isn’t just about squeezing in files. It also means you can utilize your email for a broader range of applications and use it more regularly. Special offers, step-by-step guides, and other marketing campaign materials can all be emailed without incident. Your inbox can hum with more activity this way, too, as responses inevitably come in.
Moreover, if you have a PDF to compress, it can be downloaded in a flash. Your recipients will appreciate not having to sit through long waiting times, especially during days when their schedule is overwhelming. If your colleague needs your file for something important, they’ll be more likely to send thanks as it arrives quickly and conveniently.
Personalize Your Email
Emails can either be generic or tailored to the recipient. The latter option gives them more value and encourages further engagement and responses.
It may also be worth avoiding the language and phrases that can sometimes be construed as passive-aggressive in digital communications. Be kind and considerate, don’t waste people’s time with jargon, and create a sense of friendly conversation if you can. You can share anecdotes but try to keep things brief out of consideration.
Instead of ‘Dear Sir/Madam’, using names can create a feeling of direction and meaningful communication. You should know the names of the people you’re emailing, but if it’s not always clear, looking into employee or customer data may reveal a few personal ID details.
You could also incorporate other things to make emails feel more personalized. For example, if you browse customer data, you may be able to see their shopping data, better positioning you to advertise and recommend accordingly. It makes the email feel more relevant, giving it more dynamic and multi-purpose uses.
Program Automation Measures
Automating the sending of an email can be useful for many reasons. They include:
Helping colleagues switch off and enjoy their work/life balance more, leading to better productivity, job satisfaction, and staff retention rates.
Meeting other countries’ standards – some nations have adopted ‘right to disconnect policies’, and as mentioned earlier, the US is developing more rules itself. If you’re working with overseas clients and colleagues, it might be worth thinking about the most ardent rules to follow with emailing etiquette.
Timing responses so that emails arrive to customers right when they’re most likely to be needed.
Supporting you in drafting emails while ideas are fresh in your mind, but without the need to send them at inappropriate times of the day.
Creating a relaxed atmosphere around the email discourse rather than a tense exchange where immediate replies feel mandatory.
Email automation keeps the wheels turning even when you’re busy elsewhere. All of the bullet points above culminate in one big benefit – improved time management. No longer is the worker ruled by their email inbox, and everyone can communicate at the most opportune moments.
Punch Up Subject Lines
Subject lines are about more than giving your emails a fancy little title. They can actually be highly practical and sometimes even be the thing that tempts the recipient to open the email rather than ignore it or send it to spam.
For customers and clients, go beyond dry copy with your subject line. If there are special offers and promotions, perhaps consider writing something like, ‘Enjoy the half-price sale at [insert business name] until TUESDAY!’ Create excitement, use caps, and create a subject line that’s easily picked out in a sea of other emails. Incorporate actionable vocabulary, too, rousing people into making headway.
Treat your email subject lines like a brief summary. Some people think having a vague subject line will entice people to open an email and find out what it’s all about. It won’t work and is probably more likely to be ignored entirely. Be bold, and don’t hesitate to punch up email subject lines if they look dull.
Can the subject line be adequately viewed on other devices? If you have any doubts or uncertainties, test them. Smartphones, tablets, Macs and more – put them all through the wringer so you can be sure every email you send gets a better shot at a first impression, regardless of the device used to view it.
Conclusion
Emails are being used more strategically in every sector. They bolster marketing campaigns, serve as a way to enhance internal team working, and overall help professionals remain on people’s good side. They can either grab attention or repel it, comply with foreign laws or flout them. Think about today’s solutions, but tomorrow’s needs, too. After all, one can never stop optimizing a business process; the same applies to work-related emails. Keep tinkering and tailoring, automating and personalizing, and always strive to get the most out of your work emailing strategy.
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