Ken BradshawProject Manager| CRASurrey, British Columbia, Canada
I developed my writing style when I was communicating somewhat complex issues to lay-persons with no background knowledge (in most cases). My emails are fairly short, and I try to follow some simple rules:
1. My subject line starts with the name of the project, then a colon then a brief subject description. This helps for tracking/sorting/organization.
2. My first paragraph describes what the email is about; a summary. It will also include any action required and a time deadline. People will miss this if it is buried.
3. My email usually only deals with one subject, especially if I am asking a question. Multiple questions never get answered entirely. It also helps to focus in on a specific audience rather than spamming a larger group that may only care about part of the email.
4. I try to limit the body to 3-4 paragraphs, each paragraph is 3-4 sentences, and each sentence is around 15 words. If I exceed these limits, I will wordsmith but I will adjust as necessary, but grudgingly.
5. As already mentioned, I try to use bullets and sub-bullets, for easier reading. Saving Changes...
Deepesh RammoorthyICT Project Manager ( PMP®AgilePM®Certified ScrumMaster® (CSM®))| Australian Red Cross Blood ServiceTarneit, Vic, Australia
I have the opposite experience. Emails from Senior Project Managers and Executives are so small and concise that it still takes me 2 hours to decipher what they are trying to say . And If I have attended a meeting and they have summarized the minutes, then God save me because what was discussed and what they noted seem to be in two different planets !
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1 reply by George Lewis
Mar 15, 2018 6:07 PM
George Lewis
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Deepesh - Really? This is a strange case
Saving Changes...
George LewisProgram/Project Manager| DXC Technology CompanyHeredia, Costa Rica
Mar 15, 2018 5:48 PM
Replying to Deepesh Rammoorthy
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I have the opposite experience. Emails from Senior Project Managers and Executives are so small and concise that it still takes me 2 hours to decipher what they are trying to say . And If I have attended a meeting and they have summarized the minutes, then God save me because what was discussed and what they noted seem to be in two different planets !
Deepesh - Really? This is a strange case Saving Changes...
Product Operations Program ManagerBarcelona, Cataluña, Spain
I try to send emails in a structured manner, making various small (one to three sentences) about background, request (i.e. resource request), and closing remarks. In that way, the email comes across easier to the reader. Usage of bold format for keywords is also useful.
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1 reply by George Lewis
Mar 17, 2018 5:09 AM
George Lewis
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Eduard - you have a good technique.
Saving Changes...
George LewisProgram/Project Manager| DXC Technology CompanyHeredia, Costa Rica
Mar 16, 2018 7:56 AM
Replying to Eduard Hernandez
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I try to send emails in a structured manner, making various small (one to three sentences) about background, request (i.e. resource request), and closing remarks. In that way, the email comes across easier to the reader. Usage of bold format for keywords is also useful.
Eduard - you have a good technique. Saving Changes...
Dileep SankarProject Engineer| Mechon Trading and ContractingDoha, Qatar
Being truthful, some e-mails get on the nerves. People sometimes just go on writing the whole matter they wish to convey in a single paragraph, however long it might be.
But I find it easier for the sender as well as the receiver to have small e-mails, with the concerned issue in the subject along with the project name. Next the matter be explained in short but precise wordings helping in understanding, though the language should be checked depending on the audience, as was mentioned by Periyakaruppan.
Also, if the mail requires any action to be taken, the closing statement would be a good choice to have, and confirm the action.
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1 reply by George Lewis
Mar 19, 2018 11:21 AM
George Lewis
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Dileep - I understand and agree!
Saving Changes...
George LewisProgram/Project Manager| DXC Technology CompanyHeredia, Costa Rica
Mar 17, 2018 5:21 AM
Replying to Dileep Sankar
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Being truthful, some e-mails get on the nerves. People sometimes just go on writing the whole matter they wish to convey in a single paragraph, however long it might be.
But I find it easier for the sender as well as the receiver to have small e-mails, with the concerned issue in the subject along with the project name. Next the matter be explained in short but precise wordings helping in understanding, though the language should be checked depending on the audience, as was mentioned by Periyakaruppan.
Also, if the mail requires any action to be taken, the closing statement would be a good choice to have, and confirm the action.
Dileep - I understand and agree! Saving Changes...
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