8 Email Etiquette Tips - How to Write Better Emails at Work
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- čas přidán 2. 06. 2024
- Learning the unspoken rules for writing professional emails can improve how competent you appear in the eyes of colleagues.
00:00 Why bother with email etiquette?
01:19 Include CTA in subject line
02:13 One email thread per topic
02:48 Manage recipients
03:27 Start with the main point
04:30 Summarize in your reply
05:10 Hyperlink whenever possible
05:38 Change default setting to "Reply" (not "Reply all")
06:06 Change undo send options
In this HBR collaboration with CZcams creator Jeff Su ( / jeffsu , you'll learn how to better organize your communications and avoid a lot of rookie mistakes that can lead to embarrassment or worse.
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#HarvardBusinessReview #Email #Etiquette - Jak na to + styl
That 30-second undo Gmail rule simply saved my life!
Talk about being less stressed about being cautious not to hit send accidentally! Love it.
I just always send scheduled mails. Gives me time to review before sent + looks cool to send precisely at 9.00 or 10.30 :)
Why did you accidentally send nudes to someone?
Even for me too - Gmail Undo Sent !
Beginning with the action required, then adding context at the end of an email is a new one for me, and makes so much sense.
What do you think about AI email or article copywrite tools? I think it can escalate your work time. If you are interested let me know.
You can look up the Pyramid Principles the book describes detailed how to write specific texts
Absolutely True 👍
Same here. Totally agree.
Shockingly excellent - so accurate!
"Summarize in your reply" is my favorite one. It makes you a bit organized and professional.
Not only that, but it impresses the recipient because you read their email in detail.
@@sirena7116 But if the recipient happens to a boomer boss, he would think you are an a$$hole and would ask why the *uck you sent me back the same mail😂
Yes, I did this a few times too in the past and was surprised how well it was received.
I usually just schedule send of +3mins so I can have a longer "undo send" because murphy's law in the workplace is very real
Totally relatable.!!
How do you do that in Gmail? It only gives you a Max of 30s?
@@cinnamon5187 schedule send
As a Principle Architect, I have mine is set to +365 days.
Amazing!!! Going to totally do that
1. Include CTA in subject line
2. One email thread per topic
3. Recipient management
4. Start with main point first, then context
5. Summarise in your reply
6. Hyperlink whenever possible
7. Change default setting to reply (not reply all)
8. Change undo send option to 30 seconds
I didn't understand the 7th one.
As a remote team, we mostly use Slack. Some of the email etiquettes apply to Slack too. Would be nice to have a separate video on Slack etiquettes.
THIS!!!!
Yes we use Teams , and this could be helpful to us!
Thank you so much for all your advice!
I am a wordy writer in emails, but the call to action first and then context, along with the main info on the email header is my big take aways! Thank you so much for the great tips and tricks. Great learning expereince!!
Samantha, this made me chuckle: "I am a wordy writer in emails..." the use of 7 words to describe yourself as wordy. CLASSIC. We both hold tickets to the same show! Be well =)
@@stacysimmons6042 I refuse to raise my hand in this room. lol. I even started to just be quiet in WhatsApp group chats and all because I just tend to be verbose. I see a great angle and I want everyone to just see it in technicolor as I do. While I have some raving fans of my clarity of thinking and presentation, apparently, not everyone gives a hoot. Am I doing it again? Oh well...
Hi, I'm Andrew and I'm a verbaholic :)
@Samantha Routh :)
Great learning experience!!
CONTEXT: I am a wordy writer in emails, but the call to action first and then context, along with the main info on the email header is my big take away! Thank you so much for the great tips and tricks.
Thanks for having me HBR 😁
As your fan from the beginning, seeing u partner with HBR makes me feel so prooooud!
@@phoebeq6331 thanks Phoebe!
Thanks Jeff for the awesome content 😍
Hyperlink suggestion was awesome. Wished I had seen this earlier. You gained one subscriber today 🎉
@@ankitasaxena5891 awesome! Glad to hear it Ankita 😁
My biggest tip: Add line breaks and consider bolding. It takes a lot of time to treasure hunt through one large block of text
What I really appreciate is when coworkers have an appropriate signature block with all contact information and titles. Especially in lengthy chain emails.
Considering the volume of emails we read on a daily basis - this type of email etiquette would save so much time and effort if emails are structured in this way. Thank you!
The most useful takeaways for me. The tip about prioritizing the action items and moving context to later part of the email + CTA In subject. Thanks Jeff and HBR!
FOR MORE DETAILS OF THE VIDEO
zeep.ly/iXCI6
I really like the addressing the main concern and THEN adding context!
The "Context" Part is great!
I also agree 👌
@@tamphan5910 I have already used it in my emails today!
Love the partnership with HBR!! And I will vote for "Summarize in the reply" with your video link shared 🤣🤣🤣
Good information, my #1 tip when speaking, do not say "to be honest with you" comes across as not always being honest. Instead use the statement, "to be upfront with you."
This just changed my daily conversation view. I'm gonna use this in personal communications as well.
Saying "frankly" also works
That is a good one. Thanks. I will have to use that! God bless!
Love the 30sec undo rule, calling out the action required upfront followed by the context and the idea of adding a specific CTA (beyond just action required) in the subject title. Thanks Jeff for these actionable tips.
For complex emails I have trained my teams in the past on this: every complex email that needs a clear outcome needs: WHAT needs to be done. WHO is responsible of doing it. WHY it needs to be done, for context or training for new starters. WHEN or deadlines and sometimes HOW the task needs to be done to meet expectations.
Emails don’t need to be long, need to be clear.
A very long email should be a memo.
FOR MORE DETAILS OF THE VIDEO
zeep.ly/iXCI6
I thought I knew how to write businesss email until now. I will apply most of these tips from now on. Thank you!
Those examples were gold. Loving the thought put into them!
This is LEGIT. Thanks for the info. I’ve done the generic action required, but I love the specified tip. I also love the explanation of new member/removal of members, as well as giving the request up front, and context second.
Apart from the great content, there are so many little things to admire in this video, such as the pop-up comments, transitions and little sound effects. Bravo and thank you 🙂
Very helpful tips. Changing default reply to SENDER instead of REPLY TO ALL was useful for me. Also changing the UNDO SEND OPTION to 30 s was great help, avoiding lot of embarrassment and improving clarity. Thanks a ton .. 🙂
The context part is very good . I'll definitely do that.
I absolutely LOVE the tip to include the main point/ask first, then the context! I'll implement immediately, thank you! Such great info.
You are Brilliant! I struggle with all these social etiquette things, and having someone lay it out for me, is so invaluable.
Tip 2 is my favourite, been using it since I started my first job. It keeps everything organised in my mail box and I can easily find previous mails. I recently talked to my team about it because they preferred sending multiple mails on a single topic.
I also like tip 6 - hyperlinks, ever since I discovered CTRL+K, I bade goodbye to long links in my mails.
Thank you for sharing Jeff, I didn’t know about tip 8 on Gmail.
I definitely like #4 the most and I've actually be thinking about doing this in my sales emails for quite some time. I haven't been sure if it's too uncomfortably straight forward or not, but It makes sense, though.. get to the "ask" first and then color it with context later. Even when I read emails, I automatically go to the bottom to see what the "ask" is, and then go back up to read the context.
Such sensible tips! The call to action in subject line and the "ask" first with context provided as secondary information
Linking the setting, and have 30 seconds to change the e-mail were my favorites. thank you.
I thought I had email etiquette covered....I too learned the hard way after making mistakes at my 1st job. To my defence I was 19 and didnt know emails were a big thing in the workplace. But that point abt putting the call to action upfront and then giving the context is something Im gonna adapt since Ive been the one to generally explain before I ask for something.
Reading from the recipient perspective and finding an error is usual 😀😂 and your 30 sec undo tip will help 😉
That undo setting to 30 sec. is a life-saver!
Thanks HBR and Jeff!
I just found your channel! I love the undo to 30 seconds, and moving the action item to the top. From another video I watched, i liked the 1:1 meeting agenda/action items/notes feature. I actually have stopped your videos to make those changes and templates immediately! This info is invaluable! Thank you and I am sure my boss and employees thank you, too!
I appreciate how this video about how communicate well via email was communicated to us well with a clearly structured video formatted with introductory overview and segmented sections with timestamps.
Ikr? It's Excellence on so many levels! ☺️☺️☺️
Thanks, Jeff, this is a very helpful summary. In many workplaces, there is little awareness and reflection on the e-mail habits and how to make this better for the whole team. I want to add that clear and open communication in the group is very important, so that it is clear to everyone, what ARE the expected etiquette and rules? It may differ from one company to the next, therefore we should always strive to speak about it explicitly and clarify this, so as to include everone in the current etiquette-framework.
Dang! thank you!!! The last tip is my fav , but really, the two last tips were a lifesaver and the “action then context” helps me get confidence that I need to lean towards this style as I have been using both action-context and context-action. Thank YOU Jeff and HBR for this much needed content
FEEDBACK: All Tips are new and important for me to implement. Thank you!!
Great video!
I disagree with the single reply vs all option. I reply all in most cases and if I reply to one person then it's a conscious decision. It's super annoying if someone just hits reply and drops off everyone else just because they didn't have reply all as their default setting. I had a vendor contact who did this often and in addition, started new email threads on the same topic - super annoying.
Undo Send- extend the time to 30s 🤯 thank you! Overall, great content. Really helpful for email noobs like me
I appreciate the entire video. Action then context is my favorite part.
I love how he smiles and pushes forward the information, very informative video!
Top takeouts for me:
1. Distilling the key points of a complex email and answering them in point form, helping you and the recipient
2. Action first, context later. However (as with other points) this may not work so well across cultures.
3. Changing the 'undo' function to 30 seconds. I had no idea this was possible. Reducing follow-up correction emails also minimises inbox clog-ups.
I place a lot of importance in good email etiquette, so I appreciate every opportunity to improve. Thank you, Jeff!
Hi There, This content of yours was very informative and helpful, personally I always summarised the emails into action item and context of the email.
Thank you, I'll include the main point first and then context moving forward. I love your reply for a confusing email - the action items and recap.
Thanks for sharing, Jeff! One of the email etiquette which I usually use is manage recipients and found it very useful and important. Sometime I do summarization of emails as I find it is important for me to ensure I am actually responding correctly in things that matters.
THANK YOU FOR THIS!!
This was awesome
I think my favorite is to add a subject line with action item noted. Close second to that is noting people you add or remove from the thread and why. I tend to group my message as you stated, but the tips you offered will make it even better. Thank you!
The team collaboration feature is one of my favorites. It promotes healthy collaboration without sharing your credentials. Plus, the tag management system makes email selection a walk in the park!
From my observation, this concept really works when you're writing to your supervisor / senior. Infact the entire video seems to lean in that direction. Problem with me is, as a subordinate if my Supervisor writes a mail to me in the above format,.. I perceive them to be too bossy and direct, without first making small talk :)
FOR MORE DETAILS OF THE VIDEO
zeep.ly/iXCI6
6:11 couldn't agree more lol. Btw, thank you for the tips, Jeff!
I love this video, his energy is so pure and focused. Came here three times.
I love the undo tips as we usually realize the mistakes after hitting the send button. Thank you so much for all these helpful tips!
This is really good, no-one gets taught email etiquette. Where can I watch (or read) more about this? This guy really knows what he's talking about
My channel :)
I’d like to incorporate having the call to action in the beginning of the email. But it’s tricky, I feel. I feel it’ll take away the casual tone of the email and eventually affect my client relationships (too much “business only” and less friendly).
Love this, Jeff! Some tips I already practice (e.g. summarizing a long-winded note in my reply), but the new-to-me one is stating the need first, with context following. Using it already.
Awesome video.
My favourite part is the importance of providing main point or raising a core question first and providing the context later. This truly gives reader the opportunity to continue reading or not.
Tip number 6: Sometimes I add long links on purpose. If I know the recipient is a bit less computer literate and they could easily miss the embedded link, it needs to look a bit more obvious where to click.
THANK YOU IS THE BEST PRAYER THAT ANYONE COULD EVER SAY TO @HACKERCHUNGM ON TELEGRAM, I SAY THAT ONE LOT.THANK YOU SIR EXPRESSED EXTREME GRATITUDE AND HUMILITY UNDERSTANDING💯💯✅
So true!
If the recipient is that clues some 20 years after the web and hyperlinks have been around, then I wouldn't email him in the first place! How stupid are you that you can't tell it's a hyperlink?!?
People deliberately break these rules to "entertain" themselves.
just started a new job - last week I was watching your CV tips - you're a lifesaver Jeff
Congratulations on the HBR collaboration, Jeff!
the phrase "Email etiquette" annoys me as I really don't believe formal languages are productive. To me, it only adds an unnecessary emotional wall between the sender and receipiant. But this video was surprisingly useful and avoided all the traditional "email etiquette" bs. Maybe consider rewording the title to "how to email productively"?
Indeed, Clearly segregating the action required followed by the context helped & it really had worked as well to get the recipient's attention .
Hi Jeff, what I liked is the changing of the period of sending to 30 seconds, it is a new idea and a very helpful one too. Thanks. I like organizing topics and ways not to WORK HARD BUT WORK SMART content.
Such an informative video! I've always been making the mistake of summarizing before arriving at the main topic - I learnt a thing or two about context today!
Definitely tip 1 and 2 . I noticed by changing the call to action the responses I got generally were faster and straight to the point from budget holders
Loved the suggestion to change the default to 'reply' - so simple, so useful. Thank you!
I’ve been so nervous about my new job, and I literally feel like your videos are saving my life lol THANK YOU!! God sent.
The undo time setting is the best thing I've learned since please and thank you!
The last and the final one "Change undo send" is the one which I always looks as my preventive measure whenever I am dealing with professional emails and thus that is one of my fav ❤
This is very helpful! Thank you! My favorite is the "Include CTA in the subject line" and the "Change undo send options".
I'm so glad you got Jeff Su to do this video. I would love more.
My take away is the idea of beginning with the action required and then the context.
Secondly the 30 seconds undo rule is also new to me. Perfect video, I learnt a lot.
This is so helpful. I am about to start a new job focusing on emails, and I have watched this twice through. Thanks Jeff!!
Changing my "undo send" from 5 to 30 seconds was the most helpful tip. Thanks
Action required first and followed by context impressed me. Thanks 😊
FANTASTIC TIPS! Thanks for sharing and please keep these coming!
Tip no.1 amaze me about how easy i can add the simple to do in my subject email to help my mail recipient to understand what i want them to do 😀. Thank you!
The undo send and context separation are helpful. Thanks!
Fantastic content! When you are a novice and just want to send your email appropriately, email etiquette or norms are helpful. Thank you for sharing your knowledge.
Short, concise video with a lot of really strong examples and information. Way to go! 💯
Love the summarise + context format.
Great video, thank you! Will definitely be watching more videos of yours!
Thanks for sharing! The 30-seconds undo will definitely come in handy.
All d tips r my faves! TY fr making the video @Jeff Su!
Reply all is changed to Reply as the default. That is my favorite. Thanks for all the tips!
Their automated AI Writer for writing cold emails is amazing! Personalization is so easy and the outcome is remarkable! Gives an entirely new meaning to cold email.
Thank you very much. All the Steps are a Must.
im going to make all my company employee’s watch this video before they start working for me. This helped me so much and, using this type of ettiquete makes everything way more clean and understandable. Communication is everything!!!
You are the best. Simple and concise. Thanks heaps!
When communicating about a specific topic for a project, I have my header format as (project code>name>topic). This way, the receiver knows what project it is (some people like using the codes, but I like the name) and what the email is about.
Action required at the beginning of the email and improving the subject line are my two favourites.
great video... my fav the 30 second setting! thanks
Great video! As a teacher of business English, sharing this video with my students. Now they will see that their teacher isn't the only one....
I almost rolled my eyes at this email, thinking I didn't need to listen because I'm a solid email-writer.... but this man just blew my mind! I'm humbled! Great advice across the board. They seem so simple and obvious and yet, rarely do people use these tips. But boy would I appreciate/and be more responsive if they did!
Gonna totally apply the 30 second undo. It's a life-saver.
The undo option is definitely the best one for me . Much appreciated !
I have been using 30 seconds
I loved the hyperlink and mail division into segments
Learning how to hyperlink and about the undo send options was very informative. I will be using them now. I have already changed my settings for the undo send option.