Emails... Get to the Point

In the fast-paced world of executive support, clear and concise email communication isn’t just a skill—it’s a necessity. Emails are the backbone of daily operations, helping coordinate schedules, convey key information, and keep projects on track. However, poorly crafted emails can waste time, cause misunderstandings, and hinder productivity. This article explores actionable strategies to help executive assistants (EAs) master the art of efficient email communication while maintaining professionalism and clarity. 

Why Concise Communication Matters 

1. Respecting Time 

In a busy workplace, time is precious. Delivering succinct emails that focus on key points saves recipients from wading through unnecessary details, streamlining decision-making and showing respect for their schedules. 

• Tip: Use active voice and action verbs to make your message more direct. For example: Instead of "The report was reviewed by the team," write "The team reviewed the report." 

2. Demonstrating Professionalism 

Well-written, clear emails reflect positively on you as an EA. They signal attention to detail, reliability, and efficiency—qualities that enhance your reputation and build trust with executives and colleagues. 

3. Avoiding Misunderstandings 

Overly lengthy or ambiguous emails increase the likelihood of confusion. Clear, straightforward communication reduces the need for back-and-forth clarification and ensures everyone is aligned. 

The Danger of “Narrative” Emails 

Let’s face it: we’ve all been on the receiving end of an overly long email that feels more like a narrative than a concise communication. One particularly memorable instance involved a colleague sending a six-paragraph email about a potential scheduling conflict. The email began with a lengthy backstory about why the meeting was important, included a detailed timeline of their availability over the next three weeks, and ended with several hypothetical scenarios for resolving the conflict. 

By the time I reached the end, I wasn’t even sure what action was required. A quick phone call could have resolved the entire issue in under two minutes. 

The takeaway? If the topic is too complex or nuanced for email, don’t force it. Instead, suggest a quick phone call, video chat, or even an in-person conversation to save time and ensure clarity. 

How to Write Clear and Concise Emails 

1. Start with a Descriptive Subject Line 

A strong subject line sets the tone and ensures your email gets the attention it deserves. Examples: 

• Clear: "Meeting Agenda for Strategy Session - Aug 15" 

• Action-Oriented: "Action Required: Approve Budget Proposal by Friday" 

• Seeking Input: "Feedback Needed: Client Presentation Draft" 

2. Get Straight to the Point 

Open with a brief statement that outlines the email’s purpose. Skip lengthy pleasantries or unnecessary background unless it’s essential.

• Direct: "I’m confirming our meeting for 10 AM tomorrow." 

• Action-Oriented: "Please review the attached report and share feedback by Friday." 

• Tip: Answer questions in red to make key actions or information stand out. Example: "When is the deadline for the project? Friday, Dec. 22." 

3. Highlight Key Details 

Organize information logically using bullet points or numbered lists. Keep the focus on what’s essential. 

Example: 

• Key points for today’s meeting: 

 1. Budget overview 

 2. Marketing updates 

 3. Next steps 

• Tip: For lengthy or complex topics, consider scheduling a quick conversation instead of sending a detailed email. Discussions are often faster and more effective. 

4. Choose Words Carefully 

Write with clarity and precision. Avoid jargon, overly complex terms, and filler words. Stick to short, impactful words to keep the message concise. 

• Instead of: "We are reaching out to inquire about your availability to meet." 

• Write: "Can you meet next week?" 

5. Eliminate Unnecessary Words 

Every word in your email should serve a purpose. Avoid over-explaining or adding redundant details. 

• Instead of: "It is important that we review the proposal to ensure it aligns with our goals." 

• Write: "We need to review the proposal to ensure alignment with our goals." 

6. End with a Clear Call to Action 

Guide recipients by clearly stating next steps or what you need from them. Examples: 

• Request for Action: "Please confirm your attendance by Wednesday." 

• Request for Feedback: "Let me know if you approve the proposed timeline." 

Managing Your Inbox Like a Pro 

1. Prioritize Important Emails 

Flag or categorize messages to ensure urgent matters are addressed first. Use folders and tools to organize your inbox effectively. 

2. Set Time Blocks for Email 

Rather than constantly checking emails, designate specific times during the day to review and respond. This minimizes distractions and improves productivity. 

3. Follow Up When Necessary 

If you don’t receive a response, send a polite follow-up. For example: 

• Friendly Reminder: "Just following up on my previous email—let me know if you need more information." 

Navigating Challenges in Email Communication 

1. Adapting to Cultural Differences 

Be mindful of tone, formality, and phrasing when communicating with individuals from different cultural backgrounds. For instance, use more formal language when addressing international executives. 

2. Handling Sensitive Topics 

Approach sensitive issues with care. Use empathetic and respectful language while maintaining clarity to ensure your message is understood without causing unnecessary tension. 

Growing Your Communication Skills 

1. Ask for Feedback 

Request feedback from executives or colleagues on your email style. Use constructive criticism to refine your approach and improve clarity. 

2. Continue Learning 

Stay updated on email best practices by attending workshops or reading industry resources. Evolving your skills will help you keep pace with changing communication norms. 

Conclusion: Mastering Email Efficiency as an EA 

Concise, clear email communication is a game-changer for executive assistants. By respecting time, demonstrating professionalism, and focusing on clarity, you can streamline workflows, avoid misunderstandings, and foster strong professional relationships. 

Remember, every email you send reflects your commitment to excellence. By applying these strategies—using active voice, concise wording, and purposeful tone—you’ll become a communication powerhouse. Whether it’s crafting a quick update or managing complex correspondence, your emails will save time and leave a lasting impression.