Write It So They Read It

Leadership-Level Email Tips for the Super-Busy

Writer [NASACT Edition]

Mandi StanleyCertified Speaking Professional

April 2020

MANDI STANLEY, CSP

“The quality of your writing directly reflects the quality of your work.”

Top‐Tier Takeaways

The top seven credibility-robbing email mistakes and how to avoid them

Top‐Tier Takeaways

The importance of a complete email subject line—and how to write one consistently every time

Top‐Tier Takeaways

How to get a grip on your inbox with a few email management tips

Top‐Tier TakeawaysHow to make sure e-messages bearing your organization’s name are absolutely error free with no embarrassing “bloopers”

Two Categories of Leadership‐Level Writing

Action Information

To doTo act

To knowTo understand

Plain Language Initiative

Turning needlessly complex

information into understandable communication

“The way we communicate with the people we serve goes a long way toward fulfilling our responsibility to them.

That responsibility ranges from routine procedures to issuing instructions that can save lives.”

Plain Language InitiativePlain Language Initiative

“Since it is impossible to speak personally with every citizen, it is vitally important that our methods of

written communication be clear, concise, and free of needless verbiage.

This Executive Order is specific by requiring clear language containing only necessary information

presented in a logical sequence.”

Plain Language InitiativePlain Language Initiative

Get Smart with EmailGet Smart with Email

Table-Top Discussion

What are some bad email habits you are noticing in the workplace?

What are your email pet peeves?

What are coworkers doing with email that may cause them and the entire work group to appear less than professional?

7. Careless spelling and grammar errors

6. Using emoticons “smilies”

Leadership-Level EmailLeadership-Level Email

:-)

No More SmiliesNo More Smilies

;-)

No More SmiliesNo More Smilies

:-(

No More SmiliesNo More Smilies

:-D

No More SmiliesNo More Smilies

:-/

No More SmiliesNo More Smilies

:-O

No More SmiliesNo More Smilies

:-@

No More SmiliesNo More Smilies

:-P

No More SmiliesNo More Smilies

:-Q

No More SmiliesNo More Smilies

7. Careless spelling and grammar errors

6. Using emoticons “smilies”

5. “Texting” your email

Leadership-Level EmailLeadership-Level Email

BTW

Net-Speak SavvyNet-Speak Savvy

IMO

Net-Speak SavvyNet-Speak Savvy

IMHO

Net-Speak SavvyNet-Speak Savvy

BCNU

Net-Speak SavvyNet-Speak Savvy

LMK

Net-Speak SavvyNet-Speak Savvy

TTFN

Net-Speak SavvyNet-Speak Savvy

K

Net-Speak SavvyNet-Speak Savvy

4. TYPING IN ALL CAPS

3. Overusing “Reply All”

2. Leaving the subject line blank

1. Forgetting the attachment

Leadership-Level EmailLeadership-Level Email

Formulating the Subject LineReason + Subject

Purpose + Topic

Objectives for 3:00 Conference Call Today

Request for Email Examples for April 21

Update to Damage Prevention Meeting on May 1

One Technical Question about Zoom

Employee Spotlight on Diversity

Well-Written Subject LinesWell-Written Subject Lines

Request for State Retirement Information

Update on Postage Meter Relocations

Request to Schedule Tour in May

Request for Calendar Edits by June 1

Possible AnswersPossible Answers

…I will be leaving for Tacoma….I won’t be in the office tomorrow…..if I miss you today….maybe we can talk next week…..

Give me a minute…..seriously…..how soon do you need this?!

…

EllipsesEllipses

Hi, Dr. Marett,

Hello, Keytaeon,

Good morning, Mr. Poynter!

Thanks, Sherri,

Comma TraumaComma Trauma

I ,and I forget.

I ,and I remember.

I ,and I understand.

Spell check

S

precious wife Carol

previous wife Carol

Tag team

T

Approach line by line

A

Read out loud

R

Please do not feed the animals. If you have any food, give it to the guard on duty.

Budapest zoo

Ladies are requested not to have children in the bar.

Norwegian cocktail lounge

Ladies, leave your clothes here

and spend the afternoon having a

good time.Roman laundry

Drop your trousers here for best results.

Turkish laundry

Take a break

T

T E G O

T E G OThe Eyes Glaze Over

Would I say this to their face?

Could this be subpoenaed in a court of law?

Emails You Never Should SendWhen you just want to “go off” or vent

anger

Danger

Emails You Never Should Send

To address confidential, sensitive matters such as disciplinary or performance reviews—and never someone’s Social Security number

Emails You Never Should Send

When it’s personal

Emails You Never Should Send

When you don’t want a permanent record of the

message

Emails You Never Should Send

When it’s urgent!