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5 tips for better announcement emails.

Are your emails failing to hit the mark?

 

You’ve worked hard. You’ve innovated. You’ve strategised, brainstormed, planned, and executed the perfect business improvement project.

The project will provide enormous benefit to the people in your organisation and will certainly help the business’s bottom line. It will ultimately make life easier for them and you, so why does no one care?

You’ve sent out email after email explaining how the new process works.  Yet, you are still fielding calls from people trying to do things the old way. You think to yourself,

“What on Earth is wrong with these people?”, 

Doesn’t anybody read their emails???”.

 

This is a frustrating yet all too familiar situation. Organisations are in a constant state of change and flux. Not only are staff often suffering from change fatigue, they are also bombarded with an average* of 136 emails per day (2017 figures), with this figure set to rise to 140 by 2018*.

Yes, your project may make their life easier but breaking through the noise of the many other people vying for their attention requires more than a ‘hey look at this cool thing I created’ email.

 

So, what should you do?

 

1. Write with the audience point of view in mind

 

Yes, you’ve solved a problem and getting the project through to execution is amazing but there are probably several departments doing this at the same time. So, what’s in it for them? Make this the start of the email – how will it serve them/make their life easier/solve their problems. Open your email with this and pat yourself on the back at the end of the text.

 

 2. Cut. It. Down.

 

While we are putting your audience needs front and centre, keep it short. Is every single thing you have written VITAL? I can almost guarantee it’s not. Too much information and text can confuse the issue meaning the audience misses the point entirely. If you really struggle with this editing process (and most of us do), add an attachment with the extra information rather than keeping it in the main body of the text.

 

 3. Use bullet points

 

There are some very clever design people who have declared bullet points are dead. I get it, they can be very “same, same” and overuse is horrifying but they have their place. They can make main points easy to read, especially for the skim readers out there (remember 136 other emails at a minimum). But a rule of thumb is to keep them short! Don’t write long paragraphs as dot points and think you are making them easier to read. You’re not.

 

4. More         white         space         please

 

White space is the clear space between design elements on a page. White space is essential in both visual design and writing. It is much easier on our eyes and gives us time to process the information we are reading.

 

When writing emails, we can use white space to highlight important information.

 

A simple sentence with extra spaces besides, above, and below works to draw the reader’s attention to the sentence. You can even try adding an additional space at the top and bottom of those well-crafted and succinct dot points.

 5. Add Pictures         

The old saying a picture says a thousand words, isn’t just an old wives’ tale. According to developmental molecular biologist, DR. JOHN J. MEDINA, the act of adding a picture to information increases the information recall by 55%.

55%! Imagine how many investors would be jumping on that bandwagon if it was an investment fund. Don’t be afraid to add pictures, graphics, and images to an email if it will help tell the story (prudently of course). No need to channel Antoni Gaudi to make your point.

 

Happy drafting.

 *THE RADICATI GROUP, INC, Email Statistics Report, 2014-2018