Email is one of the most common ways that we communicate with our clients. It’s often quicker than a phone call and is useful when you’re trying to convey a large amount of information clearly. However, many of us are overwhelmed with the amount of emails that we receive on a daily basis. There are tons of articles written by experts dedicated to the subject of clearing your email inbox. One way to clear your inbox is to pay forward the favor and not send so many emails in the first place.
Many of us are guilty of going overboard with replies, adding too many people to the email address line and replying with a non-reply. But there’s hope—once you realize that you may be guilty of these offenses, you can acknowledge the problem and begin to change your ways.
1. The non-reply. We’ve become so accustomed to instant communication that many of us automatically respond to emails right away even when we have nothing to say or add to the conversation. Say you receive an email from a client asking for information on a listing. Instead of gathering the information and responding to their inquiry, you may respond right way with “I’ll get you the information to you soon.” Instead, take a breath and understand that you don’t need to respond to an email as soon as you get it. If it’s an emergency, most people will call.
2. It’s an EMERGENCY. You know the type—the person whose emails always bear that red urgent exclamation mark or flag (depending on your email program), even when it’s not a high priority item. Although the intention is to scream “Look at me! I’m a very important message that you need to respond to right now!” after a while the recipient not only gets annoyed, but they also may ignore the high priority mark of the email. Save the high priority button for items that are, truly, of high priority.
3. The one-liner. We’re all guilty of this at some point. We receive an email and respond with “Thanks.” Perhaps we feel compelled to respond to every email we receive or maybe texting has become so prevalent in our lives that we thinking nothing of a short, one- or two-world email. These short, unnecessary emails serve only to clog the inboxes of our clients and colleagues alike. If you want to make sure that someone received an email, attached a read-receipt to that message.
4. Read-receipt overdrive. Attaching a read-receipt to certain emails lets you know that someone got your message, which is important if you’re sending documents or information. However, you don’t need to attach it to all of your messages, such as those to clients verifying your lunch meeting or a joke that you sent to your partner.
5. Bad subject lines. Writing a subject line can be tough. After all, it’s like writing a title to your email and you want something that gives a brief summary of your message. While some folks are guilty of long subject lines, others are vague or don’t relate to the overall message. For example, “House” may not be a good enough subject line, especially if you’re also copying in other real estate professionals. However, “House: 234 Main Street, Anytown” is short while also conveying what the message concerns. Everyone copied in on that email will know right away that the information is about that particular property.
6. Including too many people. We all want to feel included, except when we’re talking about an email message that has nothing to do with us. We’ve all received them, and after reading them thought, “why was I included with all of these people on this message?” There are times when you may need to copy a ton of people on a message; however, try to keep your email address line limited to the essential folks who relate directly to the message.
Remember, communication is vital in all of your relationships. Maintain value and boost your relationships by being aware of any potential ‘sins’ you may be committing. Referral Maker can help you to stay in touch with your best clients so that you can deepen your relationships. Visit Referral Maker for more information and to start your 30-day free trial.