5 W’s FOR EFFECTIVE EMAILS

    Digital communication ebbs and flows for most adults. Many people go through waves of efficiencies or their lack of when it comes to their email inbox. We all have had the feeling of being overwhelmed, time to clean it up, inbox zero, and then falling back to where we started. The cycle can be so defeating. Just think about how our students feel.
   We must create a new habit for our students when it comes to their email communication practice. This may be one of the most important skills we can teach. Online communication and directions are the means to which they, the students, will get their information for the foreseeable future. It is time to make it better and available for ALL learners, regardless of their reading comprehension level.
   Set the FORMAT for your organization for efficiency and consistency. There are many learner management systems that use their tools of communication. Email is the one consistent means that can reach almost everyone. The goal is for students/staff to be more productive and separate important must-read emails from a lot of digital noise.

MY 5 W’s FOR EFFECTIVE EMAILS

• WHO are you sending the email to? Make sure you have the right person and the correct email address. Seems simple, but we all have gotten one of those OOPS emails.
• WHAT is your message? Write the WHAT in the Subject of your email. Have enough words to catch the recipient’s eye, while not making it too long. If possible, have the topic flow directly into the body of your email.
• WHY are you crafting and sending this email? This is the body of your message. Always begin with the appropriate greeting and then get to the point. Be clear, direct, but not too wordy.
• WHEN do you want a reply? After stating your point of the email, be sure to include the timeframe(s) you are working in or towards to complete the process. Whatever the email, address your time expectations.
• WHERE are the emails saved or archived in my email tool? This is so important for follow-up actions, to find sent or reply emails. Setup your labels and where applicable, filters for efficiency.

    These 5 W’s will help everyone to be more effective in their email communications. Seems simple, but young and old craft some horribly confusing emails. The inbox shouldn’t be a burden, but another means to share ideas, ask questions, and give direction. Email is still the most powerful, cross-platform machine in our technology toolbox.

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