Communication Skills

Not getting a response to your emails? The problem could be in your delivery.

Chris Brogan is the author of “Social Media 101” and one of the top three bloggers on social media and business communication.

Brogan says he receives about 600 e-mails a day and there are specific reasons why some get a response and others remain forgotten in his inbox. His first tip is to only ask the recipient to make one decision per email. For example if you are writing to a friend about going out to eat. Don’t ask them what day works, what type of food they like and who else you should invite all in one email. All three of those questions require a different level of decision making and two of those questions can be answered in a simple phone call. Brogan also has some advice for your signatures, how much information is too much and why you should be careful when using the phrase” I have one quick question.” To hear how to enhance your communication skills keep reading. With the world speaking through technology it’s important you get through the clutter.

Don't ever write, "Quick question"
I say this because what almost inevitably follows are five to nine paragraphs explaining why the question is being asked. It's as if lots of context is needed. It's almost always not. I've written to complete strangers and used fewer than 200 words to convey my needs and interests. In fact, I do that often.

Here's an example of a quick question:
From: Chris Brogan
To: You
Subject: Will you register for PodCamp Boston 3?
I'd like for you to register for PodCamp Boston 3. It takes place July 19-20 at the Harvard Medical School. I think it will be the most powerful and transformative experience you've had with media in a long time.
Please consider it: http://podcampboston3.eventbrite.com
Main PodCamp Boston site: http://podcampboston.org
Let me know if you have any questions,
- Chris

Your signature file
I'm all for a slender signature file. I don't want much hanging there below your name. Some people use this for a vast advertising plateau. Remember, more than one call to action often equates to none. Pick where you want me to go.

Good signatures:
• Ways to contact you online and offline (never presume your e-mail address is obvious, especially if your e-mail has been forwarded by others).
• Very brief descriptor of your title and company (if it's a business e-mail).
• Link to your primary blog or website.

Bad signatures:
• All kinds of marketing at the bottom.
• Links to every social network where you belong.
That's my opinion, but if you want to form your own, pay attention to signature files over the next several days. See what you pay attention to -- and what you overlook.

Following up
With the volume of e-mail I receive, some messages get overlooked for a while. Some people follow up perfectly, thus ensuring that I will respond; others do something that will nearly guarantee that I don't respond to the second e-mail. Here's what's useful in a follow-up message:

• Brevity. I probably know I haven't responded to you, but your message might not be top-of-mind. Just seeing your name and the words "following up" in the body of the message over a forwarded copy of the last one you sent me will usually jar me into action.
• Simple summary. Maybe your last e-mail was huge and had lots of requirements to it. If you sum these up in a few short sentences, it might get me to complete the work.
• Reminder of deadlines. Lots of us work on all kinds of things at the same time. My job is challenging, so when you ask me for help with an interview or the like, a little reminder of when you need it usually gets me back on track (especially if you give me two or three days notice before the deadline).