1 Simple Technique to Get Your Emails Read by Busy Executives

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1 Simple Technique to Get Your Emails Read by Busy Executives           
 
Executives are busy people. They are drowning in e-mails. Tim Cook (Apple CEO) says he handles 600-700. Richard Branson (Virgin Group) manages 400.

These are not weekly statistics but the number of e-mails these two executives handle every single day.

How can you ensure that your email, number 308, gets read or even acted on?

Answer: Ensure that your aim or your “to do” is in your first or second sentence.

Simple tip? Most people structure their e-mails with background details first and then finish with a conclusion or the reason for writing somewhere near the end.

(Please feel free to stop reading this and check some of your own emails which are longer than 50 words)

This makes sense because when we start by outlining background information we are following;

  1. School Logic

Take a look at an old school science report. The structure will probably look something like this; title page, introduction, materials, procedures, results and then finally conclusion.

Education teaches us to finish our reports and essays with the conclusion at the end.

  1. Language & Cultural Patterns

If you are a Chinese speaker, you will notice that sentence structure patterns start with reasons first and then finish with the result.  More on this in our next article on “how culture affects our written communication”

Let’s now look at one typical example: Time check. How much of your typical work day do you spend handling e-mails?
 
Hi James
Our printer server S01 was hanged this morning for 10 minutes. I checked the server status and found
that the CPU was overloaded. And can i request CPU expansion to avoid the potential threat for Asia printing service.
Please find server status enclosed screenshot for your reference. Thanks

Notice how the “to do” or action (in bold) is written towards the end of the email (it is also hidden too).
 
Our printer server S01 was hanged this morning for 10 minutes. I checked the server status and found
that the CPU was overloaded. And can i request CPU expansion to avoid the potential threat for Asia printing service.

Imagine you are an executive reading 100 e-mails a day and open this instead:
 
I am writing to ask for CPU expansion to avoid the potential threat for the Asia printing service.

Notice how simple, clear & easy to understand it us. The reader knows exactly what the problem is and what you want.

In summary, executives are very busy. Help them to help you. Ensure that your reason for writing, your “to do” or conclusion is at the very top of your e-mails.

Please get in contact with us: 021 6103-7029 or 
contact@advance-consulting.com.cn if you need support in this area.

在过去的十二年中,上海冉斯商务咨询有限公司帮助过100多家世界500强公司改进职场里的沟通技巧。
如果您在这一领域需要帮助,请联系我们:
电话:021 6103-7029 
邮箱:contact@advance-consulting.com.cn