Busy people don’t have much time to read, let alone respond to the abundance of emails that they get every day.
That’s why if you want them to notice your messages and improve the odds of getting a critical response, you have to stand out from the crowd.
Breaking through the noise of dozens of emails might be challenging, but there are plenty of ways to hack the way you message the people who are always the busiest ones. If you write a catchy but focused title and then get straight to the point, you’ll not only save the receiver some time but also show that you respect their attention.
Writing short paragraphs, using bullet points, and remaining straightforward about your goals shouldn’t go unnoticed. Of course, there’s much more to it than just the basics, so continue reading below if you want to learn more about the rules of email success.
Use a Catchy but Focused Title
The title is the first thing busy people see after opening an email, so it’s vital that you get their attention from the very beginning. It’s not enough to just write “Hi” or “Hello” because those words might seem as if you’re just spamming the receiver. Add a bit of personality and focus on a specific idea, request, or suggestion. For example, you can say something like: “I need your help with something urgent.”
Busy people don’t have the time to read through long paragraphs, so you should keep your message brief and clear. If you have a topic-related question, try to make the answers short and clearly defined. Don’t overwhelm the receiver with the information they don’t need to know.
Ask if There’s a Better Time to Talk
Busy people don’t always have the time to read emails, especially when they’re in a rush or working on something important. This is why you should try to see if there’s an alternative way to communicate with them. Ask whether they prefer to talk via phone or video chat instead if the company you work for provides tools like those offered by www.getweave.com. You can also try calling them and leaving a voicemail if you want to avoid interrupting their work and be sure that they’ll get your message.
Use Bullet Points
To keep your message short and readable, you should avoid writing long paragraphs. Instead of turning your email into a short story, write a bullet point list instead. If you want to make sure that your message gets read, including a list within is a great idea. That way, you’ll not only be brief but also bring clarity to the receiver. It shows that you know how to get straight to the point while also making things easier.
Bullet points are also great for highlighting key ideas. Since busy people often skim over text, bullet points will be extremely helpful for them to find what they need quickly. You can use them to organize information, list the main benefits, and outline the steps you want your receiver to take. Using bullet points will also help you avoid writing long blocks of text that aren’t transparent enough for quick comprehension.
Choose the Right Words
Busy people get bombarded with emails daily, so they often ignore messages from people they don’t know very well. In other words, you have to build a relationship before reaching out for a request or a business opportunity. If you want to be taken seriously, you have to use a friendly tone and a kind approach.
Make sure that you use a formal greeting and a professional closing. Stick to the standard rules of etiquette and keep it brief. If you’re unsure of the best way to phrase your message, you can always turn to a professional proofreading service to help you out.
Add a Deadline in the Subject Line
Deadlines are a great way to get a response because they show that you’re serious about what you’re asking for. Make sure that your recipient understands that you need an answer in a specific amount of time, but also avoid making it sound like a threat, especially if you’re messaging someone in a senior position.
If the deadline is approaching, write “urgent” in the title. If you’re asking for something big, say “by the end of the day” or “today” or “this week.” You don’t have to be too pushy about it, but a deadline will significantly increase the odds of getting a response.
If you’ve done everything you could and still don’t get the response you were hoping for, don’t get frustrated or discouraged. It might take several tries before you get a positive answer from busy people.
If you aren’t getting any response after 24 hours, send another email with a different approach or shorter message. It might take two or three tries before you get a response, but don’t stop trying, remember to avoid being too pushy, and always stay kind and respectful. If you need assistance with your technology, BCA IT in Miami is a managed IT support company that can help you.