Editor’s Note: This exclusive excerpt is taken from the course, ‘How To Email Important People’. As web professionals, email communication is a significant part of our daily routine. A prompt response to our emails can be the difference between a smooth workflow and the stress of impending deadlines. Here are nine expert tips to craft emails that encourage a swift and favorable response.Concise emails boost response rates due to the ease of crafting a brief reply. While many recipients prefer a short response, they often hesitate to send a one-line answer, perceiving it as abrupt or unfriendly. Consequently, they tend to defer the response until they have more time, which rarely comes.Short emails eliminate this hesitation, as an immediate, brief reply is deemed appropriate.Long or ambiguous emails often end up in the to-do pile, as they require time to decipher and respond to. Unfortunately, the to-do pile often turns into the ‘never-do’ pile. However, a short, one-question email typically garners a faster response.Strive to minimize the recipient’s procrastination in responding.In her book ‘Succeed,’ Heidi Grant Halvorson discusses how some individuals are motivated by positive reinforcement (encouraging action) while others are motivated by negative reinforcement (highlighting the consequences of inaction). If you’re not receiving a response, you might find success by flipping the tone of your request. For instance, if your role involves seeking new business partnerships for your company:Responding to a boss who prefers negative reinforcement might not yield results if you say, ‘This is a great opportunity. We should partner with company X due to A, B, and C.’ However, you might achieve immediate success by shifting to a negative tone: ‘This is a great opportunity. We risk missing out on company X’s new product line, which presents a growth opportunity we can’t afford to overlook.’Assess the recipient’s preference for either promoting action or preventing loss, and adjust your message accordingly.An email should have a clear purpose to elicit a response, especially when reaching out to someone for the first time. For example, if you request a meeting with an author for networking purposes or just a casual chat, you’re less likely to succeed compared to asking for a specific topic, such as discussing Chapter 7 of their book over lunch.Important individuals are busy and value their time. Therefore, a clear purpose for a meeting is essential. Having a specific event or goal not only drives the conversation but also makes the meeting feel more productive, leaving both parties with a sense of accomplishment.When sending an unclear email, you’re essentially expecting the recipient to decipher the main idea, which is an unnecessary burden. The primary question or offer should be clearly stated early in the email. If it’s not within the first few sentences, revise the email.Understanding that everyone is busy, timing is crucial. If you reach out on a good day, you’re more likely to receive a response. However, if they’re overwhelmed, a simple ‘No’ might be the only response. Don’t take it personally; it’s often not a reflection of your message.In case of no response, wait a few days and follow up. While you don’t want to be intrusive, persistence is acceptable if you’ve given them time and still don’t receive a reply. I usually wait between 3 days and a week before reaching out again, depending on the individual’s busyness level.When too many people receive the same email, the diffusion of responsibility phenomenon occurs. Each person assumes someone else will take action, leading to no action at all. If you value a response, send emails to individuals rather than groups.Pressing ‘Send’ doesn’t fulfill your responsibilities. The ability to collaborate online doesn’t absolve you of real-world obligations. Sometimes, picking up the phone or meeting face-to-face is necessary to obtain an immediate answer or complete a task.For further strategies on enhancing business opportunities, fostering better relationships, and improving communication, explore ‘How To Email Important People’.
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