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6 min read

Writing Emails in a Mobile Device Age

Email is a top communication tool

As technology quickly transforms and evolves, we are not sure what the next major communication tool is, but email is still widely adopted in the business world for transferring information, ideas, comments, thoughts, documents, etc…

Back in school days, we were trained to write essays, articles, and formal business letters. I had to take a business writing class in addition to two fundamental writing classes. Every college graduate has been taught how to write politely, formally, and professionally. However, based on my own educational journey, schools never trained me on how to write efficient, effective, logical, and easy-to-read pieces that can fit in this fast-paced mobile communication era.

Communication Skills are Important

Over the years of working with business owners and taxpayers, I have come to a realization that communication skills are just as important as technical skills in the professional service field. Communication plays such an integral part in our day-to-day work life servicing and supporting hardworking people.

The number one tool

Email has become the number one tool for communication in our business. It is involved in almost all aspects of the operations:

  • Defining service scope
  • Collecting information
  • Following up and updating work status
  • Articulating analysis and questions
  • Delivering service
  • Explaining outcomes
  • Q&A with client

Clients who we serve are always on-the-go with constant distractions dividing their attention. Reading and replying to emails in the midst of their busy schedules can be very challenging. Our emails need a balance between being effective, efficient, thorough, polite and professional. What we can do to help them be responsive is to be more intentional with emails. Being intentional can be reflected in the following methods:

  • Remove every sentence and word that isn’t 100% necessary
  • Use short sentences and avoid long paragraphs
  • Use bullet points
  • Separate action items from FYI
  • Clearly explain expectations and deliverables
  • Break a large email into separate smaller ones

A simple and short question can receive a quicker response than a rambling piece, and a list of action items can help clients stay on top of them as opposed to unstructured paragraphs.

Keep Email Short

Email is visual. When large paragraphs are presented on a mobile screen, readers tend to push it off to a later time, and that is the number one reason they fail to respond.

Hope I have helped with your email strategies. This blog is not to share ideas for writing high-quality professional emails but to help better use email as a tool to receive better results in the service industry.

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HOW SCHWARTZ IS HELPING SOUTH JERSEY SMALL BUSINESS OWNERS

Navigating these legal changes and what it means for your small business in New Jersey can be one of the biggest challenges you face in the coming years. Fortunately, Schwartz & Associates is already familiar with relevant tax laws and regulations you need to comply with, including the impact of the Biden Administration's new tax proposals. The American Families Plan (AFP) and American Jobs Plan (AJP) will bring with them new taxes on businesses in the coming year, and Schwartz is prepared to ensure your South Jersey business is not only in compliance but maximizing its benefits.  

Contact us for more insight into what these changes may mean for your business specifically and what we can do to ensure you're getting the most out of your deductions. 

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