As an entrepreneur, I’ve learned that effective communication is crucial for building and maintaining relationships with customers, partners, and investors. One of the most important forms of communication in today’s digital age is email. However, with so many emails sent and received every day, it’s essential for entrepreneurs to understand the importance of clear, professional, and effective email communication.
Effective email communication can be the difference between landing a new customer or losing a valuable one. In today’s world, the first impression is often the first email that gets sent. A well-crafted email can convey a professional and polished image of the entrepreneur and their business, while a poorly written one can reflect negatively on them.
One entrepreneur who understands the importance of effective email communication is Richard Branson, founder of Virgin Group. Branson’s preference for email is well documented, and he has explained that he believes in using email to communicate with his team and customers as it allows him to respond quickly and efficiently. He also relies on email to give his customers and employees a glimpse into his personal life and to build strong connections with them.
To help entrepreneurs improve their email communication skills, here are 10 best practices to follow:
1. Use a clear and specific subject line: The subject line should summarize the main topic of the email and be specific enough that the recipient knows what the email is about at a glance.
2. Keep it short and to the point: Be as concise as possible in your email. The main message of your email should be communicated in the first few sentences.
3. Use bullet points: Break up long paragraphs of text into bullet points. This makes it easier to read and understand the main points of the email.
4. Use a polite and professional tone: Use a professional and courteous tone in all your emails, even if the content is negative or sensitive.
5. Check your grammar and spelling: Double-check your grammar and spelling before sending an email.
6. Use a signature: Include your name, title, and contact information at the end of every email. This makes it easy for the recipient to get in touch with you.
7. Be responsive: Respond to emails in a timely manner, and if you need more time to respond, let the sender know when they can expect a response from you.
8. Include attachments and links: If you need to include any attachments or links in your email, make sure they are clearly labeled and easy to access.
9. Use a CTA: If appropriate, include a call-to-action (CTA) at the end of the email. It could be inviting recipients to a meeting, asking them to visit a website, etc.
10. Be mindful of formatting: Be consistent with the font and formatting you use in your emails, especially if you are copying and pasting from other documents.
In the business world, effective communication is essential for success, and it’s no different for entrepreneurs. As Oprah Winfrey, media mogul and philanthropist, once said: “The single biggest problem with communication is the illusion that it has taken place.”
To be an effective communicator, it’s important to ensure that your emails are clear, direct, and correctly understood. To improve the clarity of your emails, it is important to be conscious of your recipients. Understanding who you are sending an email to and considering their perspective allows you to tailor your message accordingly and improves the chances that your email is understood and acted upon.
It’s also critical to remember that emails are permanent records that can be shared and leaked. Entrepreneurs should always be aware that whatever they write in an email could potentially become public. Thus, it’s essential to be mindful of the content and tone of emails, especially in high-stress or high-stakes situations.
There have been several examples of entrepreneurs whose emails have caused negative consequences for their business or reputation. One example is the 2014 email scandal involving Uber CEO, Travis Kalanick, in which he made a number of sexist and offensive remarks in emails to his staff, causing significant backlash and damaging the company’s reputation. Another example is the 2018 email leak involving Tesla CEO, Elon Musk, in which he made harsh and critical comments to his staff, raising concerns about his management style and the company’s workplace culture. In both of these cases, the leaked emails reflected poorly on the entrepreneurs and their companies and caused significant negative publicity.
In conclusion, by implementing best practices, communicating effectively, and being mindful of email content and tone, entrepreneurs can improve their ability to build and maintain relationships and help drive the success of their businesses. By following the 10 best practices outlined in this article, entrepreneurs can improve their email communication skills and present a professional and polished image of their businesses. Remember, in today’s digital age, your first impression is often the email you send, so it’s worth investing time and effort to make sure it’s a positive one.
By Ryan Foland, Director, ANTrepreneur Center
The ANTrepreneur Center is a home base and safe space for UCI students to start their entrepreneurial journeys. As part of the UCI Division of Undergraduate Education, all undergraduate students have access to our services, workshops, coaching sessions, and programs for free. If you are interested in learning more about what it takes to come up with a business idea or take your business idea to the next level, stop by the ANTrepreneur Center today! You can also meet with one of our start-up coaches or book an appointment via CampusGroups.