Welcome to the Hot Summer edition of The Email Ezine.
Check out these great articles:

• 3 ways to boost productivity
• 5 must-use subject line ideas
• 1 absolute best way to avoid misunderstanding in email
• 1 thing you can do to increase your luck — and your professionalism

3 ways to boost productivity

1. Don't open email if you can't do anything about it. Why open it if you're just going to close out of it? It's not like it goes away. Take some sort of action. If you open it, be ready to answer it, archive it, or respond to the writer with a time that you'll handle it. Don't just open and close emai. It's a recipe for frustration and stress.
2. Escalate to the phone. I love email. But here's my rule: if you send 3 emails clarifying the same message in the same day, pick up the phone. It's okay if you don't get the other person. At least they'll hear your voice, your explanation and your commitment.
3. Stop asking people what they think. Don't waste time asking your customer or colleague "what do you think about this?" Tell them what you think, suggest, propose and recommend and ask for their approval.

Want more ideas? Participate in the upcoming teleseminar:
Email Etiquette and Productivity: Write Like Your Reputation Depends On It!
Day: Wednesday, July 9, 2008
Time: 2:00pm Eastern | 11:00am Pacific

5 Must-Use Subject Line Ideas

1. Don't make your email a surprise message. Tell your recipient what the email is about. That's what the subject line is for.
2. Change the subject line to reflect the email content.
3. Start with an action word. This is particularly important when you're prospecting and don't yet have a relationship with the recipient. Try:
   Increase attendance at your summer meeting
   Save time choosing a hotel
   Offer your attendees a speaker with substance
4. Provide a head's-up. When writing to colleagues or customers who know you, tell them what you want from them immediately. Begin your subject line with the goal of the email:
   Action request:
   Action required:
   Schedule change:
   Information request:
   Think of what you really want and tell them. Make it easy for them to manage your message.
5. Use <EOM> (end of message) or <NRN> (no response needed). When your entire message fits into your subject line, let your reader know they don't have to open the message. People (normal, nice people!) become crazed when they receive an entire message written in the subject line. What frustrates them is that it feels like a slap in the face (to them) to take the time to open your message, and then see nothing more. To these (normally nice) people, it's no different from sending them a message in all bold, or all caps, or an outright &*^)(& flame. Notify them that they don't need to pop open your message by adding <EOM> after your subject line. NRN is pretty new so use it only after everyone in the company understands what it means. (Some "experts" have recommended using SLO (Subject Line Only) but that is so close to SOL, that I dare not suggest it!)
6. Use a subject line. Even if you ignore the other 5 tips, pay attention to this one. It's rude to send an email without a subject line.
   

New downloads here. Write safe and smart.

The One Absolute Best Way to Avoid Misunderstandings in Email
The research confirms what we already knew. We misinterpret intent easily when we read email. So stop it. Stop yourself from "assuming" the worst and responding in that frame of mind. Save yourself a ton of aggravation by asking the writer what she meant. Quote the part of the message that you're unsure of, and write your truth: BC, I'm not sure what you mean by this. Could you explain ... ? Or: You also might add your interpretation: Does this mean that you'd like me to bypass official approval and just get started, talk to procurement to see what their schedule is for our start date? Please clarify.

Want more ideas? Visit my blog, SpeakerSueSays. The posts focus on email productivity and on other communication issues like: how to create winning presentations, what to do to boost influence and how to collaborate and connect. Read the posts and add your comments.

The One Thing You Can Do to Increase Your Luck
Break the chain. As soon as you realize the email your best friend, thrice removed, just sent you is a chain letter, stop reading, and delete it. It will increase your luck. If you forward it, you may actually invite bad luck, because really, is that what you're supposed to be doing on company time? Stop the insanity. Not only are those chain letters a productivity suck (no matter how poignant, funny or right they may seem), forwarding them also opens you and your organization to litigation. If a joke with a subject line like: "12 ways in which a beer is better than a woman" can result in a 2.2 million (USD) pay-out (Chevron), think about what some of those chain letters might yield. Increase your luck and your professionalism by breaking the chain at the instant you realize what the message is. (It's harder once you get to the part that says you'll have bad luck if you don't forward it to your 25 best friends, but be strong!)

Hello from Francesca!
Francesca Esposito <Fran@SpeakerSue.com> is the new Nance! You'll love working with her. She'll answer your questions, check my schedule and take good care of you.

All the best,
Sue

Sue Hershkowitz-Coore
www.SpeakerSue.com
SpeakerSueSays - Blog!
New Release: How to Say It To Sell It!
480-575-9711

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