Seven Ways to Improve Email Communications For L&D Professionals

Lucy BentonWritten by Lucy Benton

If you have been in learning and development long enough, chances are you have felt that your effort has not been appreciated by the organisation. For example, the management did not understand the value of learning initiatives or the stakeholders forgot about a long-term training project you were implementing.

One skill in which some L&D professionals lack is effective email communication planning. By excluding this plan from the learning communications strategy, they lose the opportunity to convey their plans and concepts to various stakeholders effectively in text.

So, we thought we should bring some tips on improving email communications for L&D professionals. Let’s learn how to write emails that get the results you need.

Improve email communications using these tips1. Make the Most of Your Signature

An email signature is often neglected, but it can be a great tool for improving communication with recipients. For example, by including your title, additional contact information such as social media profiles, personal website, and phone number, you have a better chance to reach the person who you are trying to contact.

The recipient can then visit your social media profile and connect with you there. As a result, overall communication will become easier. To achieve this, try Hubspot’s Free Email Signature Generator.

2. Keep the Text Simple and Organised

To convey your point efficiently, you need to keep the textual part concise. If the recipient sees a lot of text about, say, your proposal to launch a new learning initiative in the organisation, he or she will not appreciate it.

Be as brief as possible and add bullet points and tables to present your thoughts, because people love well-formatted information. Also, do not ask more than one question.

3. Use the Subject Line Wisely

According to recent surveys, 33 percent of email recipients open emails based on the subject line alone. This means that the subject line can be a powerful tool for attracting the attention of the reader. Indeed, it is a preview of the email, so if it’s boring, the email must be boring as well. At least, that’s what the common wisdom says.

So, don’t underestimate the importance of email subject lines and try to make it attractive to the viewer. For example, describe the benefits to the reader for opening it.

4. Don’t Overcommunicate by Email

Some L&D professionals make a huge mistake by over-relying on email as a way of communication with important stakeholders in the organisation. They forget that one of the biggest sources of stress in the office is the sheer volume of emails that must be read.

So, think twice before sending another email to the same person.

Make the most out of your email signature in your email signatures

5. Use Appropriate Tone

Like any other professionals, L&D employees should be careful when expressing their feelings in an email. Electronic communication does not convey the other person’s vocal tone, body language, and facial expressions, which create an additional and unnecessary risk for misunderstanding.

Bad Example:

Donald,

Need the report by 3 p.m. tomorrow or I’ll face the supervisor.

Good Example:

Hi Donald,

Thank you for your work on the programme report. Could you please send your version over by 3 p.m. tomorrow? That’s my deadline.

Thank you!

6. Consider Timing

How can you rely on a person who puts off emails or forgets to send them? It can make you look unreliable and irresponsible. That’s why it is a great idea to answer all emails the same day you received them.

Even if you cannot provide the answer, just let the sender know that you’re already doing your best to provide more accurate information. Or just acknowledge receiving the message and inform them about when they can expect the answer.

7. Don’t Forget to Proofread

Last but not least is the easiest mistake that can be very harmful. Before hitting the “Send” button, make sure that your message does not contain typos. Otherwise, you’ll look very bad.

Tools for Effective Email Management and Creation

  • Unroll.me – a free tool that can relieve your inbox from hundreds of useless emails and unsubscribe from all services you don’t read.
  • SaneBox – give this one a try if you’re looking to automate prioritising each email in your inbox. Works with Yahoo and Gmail
  • Checker Plus – a Google Chrome extension created to allow the user to receive notifications, read, listen to, or delete Gmail messages without opening their inbox. Also, it’s great for managing multiple accounts.
  • Proessaywriting – a tool for creating and proofreading email texts that helps to create succinct messages and attractive subject lines.
  • Gmelius – organise emails to be sent at a specific time, use flexible email templates, attach private notes and monitor receipt and read status with this powerful email management tool.

 

About the author:  Lucy Benton is a marketing specialist, business consultant and helps people to turn their dreams into the profitable business. Now she is writing for marketing and business resources. Also, Lucy has her own blog Pro Writing where you can check her latest publications.


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