Optimising business performance is part of what we do, and every now and then you come to realise that it is sometimes the seemingly small things that affect your performance. What about email correspondence?

There’s no doubt that email has made (business) life a lot easier and faster, but there’s still lots of opportunities for improvement. I’m not talking about the costs involved due to distraction from work by incoming emails, nor the best way to administrate or handle your email in the most efficient way. How to avoid the frustration of receiving an incomplete answer or having to read an email again as you’re missing the point. Simple rules improve your (and the recipients) performance by saving time and bringing the right message across.

Here’s 6 tips:
1. Use the subject line
Use the subject line to inform the receiver of EXACTLY what the email is about in a few well-chosen words. To serve the recipient include a call to action like "Please respond by 30 November", or in case your message is one of a regular series of mails, such as a weekly project report, include the week number in the subject line too.

2. Make One Point per Email
One topic might only require a short reply that he or she can make straight away. Another topic might require more research. By writing separate emails, you get clearer answers.

3. Practice being clear and concise with your message
You'll save time and your reader will appreciate it. Consider using bulleted points to clearly express your thoughts. Email communication works best if you clearly outline the points you're trying to get across in an easy to understand format. Investing extra time while authoring an email is worth it as it gives your reader a clear understanding of your message.

4. In addition to the previous: copy relevant parts of the email you’re replying to
Most people receive hundreds of emails every week. When you combine that with face-to-face meetings and phone calls, it's dangerous to assume your recipient will remember your earlier exchange. Besides, it forces you to be precise in your answer. Compare this:

"Let’s meet Friday."
Or
You wrote: Hi Graham, I’d like to meet with you next week to discuss the progress of your project. Please advise day & time when you’re available.
"Let’s meet Friday 23 November at 8h30 am."

It's frustrating when someone sends you an email, with an answer but you're unable to recall the original issue or the answer is not specific. You can avoid this by copying a portion of the original message alluding to the context.

5. Specify the Response You Want
Make sure to include any call to action you desire, such as a phone call or follow-up appointment. By including your signature (even in internal messages) you make it easier for someone else to respond, and therefore the more likely they are going to do so.

6. Before sending, ALWAYS reread your message and double check for grammar and misused words
It's obvious to most of us to use spell check after we've composed our message. You should also make it standard procedure to reread your entire message before sending. Often times, you'll notice words which have been left out, grammar that's incorrect and worst of all: typing errors. Besides, rereading can make you realise that your message sounds different than you intended it to bring across. As in email body language and tone of voice is left out, your message risks being falsely interpreted or completely misunderstood.

I think most of the above is easy to apply right away, so I hope you’ll remind when you write your next email and notice the difference it makes (at least your recipients will!).