Email Sent from CloudHQ: Video

We all get it. We get it so much, we’re tired of it. We get it so much, we wade through it on the way to work. We get get it when we’re standing in line at the grocery store, and when we’re waiting for our food at the restaurant. When my wife is picking out the strawberries, organic vs whatever, my phone tells me the emails are coming. In this blog entry, I’d like to respond to some of the suggestions that appear at the NCCE Tech-Savvy Teacher blog.

Amanda Kuznia writes on the subject of how email can be better. Why, yes, yes it can be better. I have to share my two cents, though.

Tip #1 – Don’t Reply All

The tip isn’t, “reply all.” Rather the tip is be careful about it. The truth is, no one cares. No one needs your reply to all. Worse, if you want to reply to all, you might as well compose a blog entry and post it. Record your thoughts in audio (Voxer) or video (Flipgrid short). Even better, get up, grab a bullhorn and yell it from the center of the office or school.

Reply all. It’s the refuge of those who think email has anything to offer as a tool for getting things done. Yes, it can get the information out. You can use it to forward a great announcement (use Slack or Teams or something else like a F2F meeting). Email as reply all is a waste. Don’t reply all.

Did You Know?You can format your email subject line with a free Chrome extension from CloudHQ. Add bold, italics, underline, strikethrough and more to your subject line text. Get it now.

Tip #2: Keep Email Short, Stark, and Actionable

When you write an email, don’t assume the context. Don’t think that the reader is going to know how what you need fits into their solution finding process. When I write an email these days, I follow these general rules:

1. Say thank you for reading. Ask if you can share what you’re going to share. This could be the problem statement in simple words, short and to the point. State the action sought. This first paragraph is short, states the problem and want you want the reader to do. If they don’t read beyond this paragraph, they’ve got it all.
2. Divide your details and supporting info into 2-3 sentence chunks. Assign each chunk its own heading.
3. Avoid writing more than 2-3 chunks for the whole email. Your email should be as short as possible, say no more than necessary.
4. End with what action the reader must take.
5. Re-read the whole email and add pleasantries as needed. Begin with “Dear” and end with “with appreciation” or “thanks.” Be kind, stark in the choices offered.

When you write emails like this, they get read. Anything else, any extemporizing, save for face to face. If they never ask, they care little. If they do ask, that’s when you whip out your website of detail.

Tip #3: Link the Videos and Pictures

When someone sends you information, and you must respond, summarize their email. I prefer to make a list of what others have said in long and winding road emails that go on and on. It helps them know they could have kept it brief. And, my short summary sends the message, “I get it.” If there’s a hole in the information, say so and ask, “I’m confused about this part. Could you help me understand it better?” Then ask what you need to know.

If you are the one sending information, put long how-to explanations in a screencast video. As fun as illustrated tutorials are, a video is the ultimate explainer. Keep your videos short, 2-5 minutes. If the experience is too long to explain in 2-5 minute videos, break them up into parts.

Email today is a pain. No one wants to receive an epistle, a missive, or read your thoughts. We know that because reading is on the downswing. It’s not your job to email everyone into reading submission. “Read my email, you dolt!” Instead, be brief, use video when necessary, F2F when possible.

You won’t regret it.