Effective Email Communication


Emails and phone conversations are how people get to know you, like you, and trust you. Do you enjoy emails that look like a generic template? What about phone calls that sound like scripts? Of course not. People want to connect with real people, so write and speak as if you are conversing with a friend.

It’s not a big secret that effective communication and good writing takes time, yet we allocate so little time to it. We tend to be very task oriented and love the feeling of relief we get when we check off our list. But stop it. Now. The way you communicate is too important for it to get lost in everything else you have to get done.

We know timeliness is everything in sales and leasing, which means you have to respond quickly. However, that doesn’t mean you have to fire off emails without much care or thought about your message. Take time to formulate your thoughts before you return a voicemail or hit send. What are you trying to say and will it be clear to your audience?

When I’m most productive, I block out set times to write emails and make phone calls. This prevents me from allowing my inbox and phone to be distractions. I block out time, so that I can communicate without interruptions and give it the attention it deserves. A good email shouldn’t take you a minute or two to write. It should take much longer, especially if it is a new prospect.

Why should it take so long? A good email and conversation has a beginning, a middle and an end. It should tell a story. It doesn’t have to be a long story, but it needs to be a complete story.

Don’t get discouraged if changing how you approach correspondence is challenging. It is something I still have to work at every day, and it gets a little easier with practice. Making it a priority is the first step to success.