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Easy tips to make your emails more effective

Julian Byrne - Wednesday, March 28, 2012
We all use email so much that it can actually eat up all our free time. With our mobiles receiving emails and the Ipad too, you can’t seem to escape from them.

Over the years I have learnt many ways of improving my efficiency. I would like to share some useful tips with you, on how you can improve your emails.

Your email signature.


If you are constantly having to type the ending to all your emails, eg: Regards or Thanks – you can put that into your signature.

Make sure your signature is on all initial emails and that it includes all your relevant contact details. It can be really frustrating when you can’t find a persons phone number and you have loads of their emails.

Your Inbox


I have been to visit many clients who have shown me their Outlook with thousands of emails in the Inbox. That scares me. I have seen Outlook crash when there were simply too many emails in the Inbox. When Outlook crashes it can be very distressing!
It takes a few seconds to create folders and then you can organise your emails and keep your inbox clean. I try to leave only things I have pending in my inbox, when it builds up I find sometime to get things done and it all cleaned up again.

Writing emails


To me this is the area that is most important. Some people are extremely brief in their emails and in their SMS messages, others write whole books. I think a comfortable comprise is needed.
After you have said the usual pleasantries, get straight to the point, and make it extremely clear. Try and say everything you need so that the other person will definitely understand, rather than leave any guessing. Here is an example.

Client emails me, or even worse sends me an SMS:

Hi Julian,
My website isn’t working.
Please fix.


There are a few assumptions here:
1. I know which website he is referring to
2. That I know who he is
3. That I have all his contact details

The more effective way to right this email would be:

Hi Julian,

My website www.domain.com is not working. This page shows an error – www.domain.com/about.htm
Can you please fix this?

John Smith
ABC Limited
Tel: 2000000
Email: john@domain.com
Web: www.domain.com

When you write the email try to think of the questions that may arise from the message you are sending and answer them. 

Another typical example is in arranging meetings:

Hi Julian,
Can you meet up next week?

--
Yes, sure when is best for you?
--
Wednesday or Thursday
--
Ok Wednesday morning?
--
What time?
--
11am
--
Sorry can’t. How about 12?
--
Ok 12 it is. At my office or yours?
--
Mine is better.
--
Ok. Wednesday at 12 at your office.
--
Ok see you then.

That’s 11 messages which could have been done in 3. Lets see:

Hi Julian,
Can you meet up next week, I am free on Wednesday and Thursday morning, except for 11-11.30 on Wednesday. It would be best in my office as I have something to show you.

--
Sure, let’s make it Wednesday at 12 at your office. Ok?
--
Great. See you then.

Summary:


• Be specific
• Be clear
• Try not to leave questions open ended
• Explain what you need to in order to avoid unnecessary questions

These are just a few tips that can help you make your emailing quicker, easier and more effective. Let me know any tips that you use to improve your email efficiency, by commenting below.

Does good graphic design affect website success?

Julian Byrne - Wednesday, February 22, 2012

Imagine you enter a shop, the logo looks like it was designed by a child, there are sheets of paper stuck on the walls with hand written text on them. The tiles are all misaligned on the floor. The walls are painted in bright contrasting colours which almost hurt your eyes. The display units are huge, but the products are tiny. None of the products have clear labels or prices. You look for a shop assistant but can’t find any. After a few minutes you give up and leave.

No business owner would ever want to have a shop like that one, and no client would bother wasting time in that store. However, when it comes to the online store/website it is often forgotten that we are dealing with the same person and the same issues.

Some excellent businesses have terrible websites. Badly designed, disorganised, difficult to navigate and just not user friendly at all. The Stanford Web Credibility Project found that 47% of users make buying decisions based upon the site itself. This implies that if the site looks professional and has good graphic design it can heavily influence sales. So much so that nearly half your customers can make a buying decision without having to shop around, or doing off-site research.

This seems extremely obvious in the physical store example explained above, but for some reason it is often disregarded when creating a website. Whilst in a physical store you may have up to a few minutes, on the web you only have 10 seconds to make an impression.

 

10 Seconds

In the first 10 seconds of arriving at your site many users will have already made a decision in their minds. In this time visitors gather a large range of impressions: company quality and size, product range, product offering and price. They either connect and feel they are in the right place or leave.

Website owners need to look at their websites objectively and ask this type of questions:

  • Does my site look attractive and professional?
  • Does my website properly reflect what we do?
  • Would a complete stranger know how we can help them within 10 seconds of visiting our site?
  • What is the overall message my site is sending?
  • Do I have clear calls to action?
  • Is it easy for someone to find what they are looking for?
  • Is my contact information obvious?

In my experience I have seen some incredibly convincing results that good graphic design can positively increase sales. One particular ecommerce site is our best example of this:

The site was consistently selling around 6000USD per month before we took it on.

Without any further advertising or increases in traffic, but just by applying a totally revised look the site sales shot up to 10,000USD per month instantly.

The second redesign of the site, after extensive user testing has again increased sales to 13 – 15,000USD per month.

Don’t forget that your website can say a lot for your business. Make sure your site is saying the right things.

More people buy from the experts. Are you an expert?

Julian Byrne - Thursday, June 09, 2011
On the web there are some websites that sell everything. Amazon and ebay are the biggest ones. These sites are hugely successful.

However there are also a large number of businesses that seem to offer a load of different services. This can be rather confusing and not as beneficial as it sounds. As business owners it seems good to have as many bases covered as possible, but as a customer this is not always the case.

Let’s imagine you are looking to buy a fountain pen.

Now you search online and you find many different websites selling fountain pens. One of them is a stationery site that sells thousands of products, it has good prices and looks interesting. Now you check another site and see that this one is a fountain pen expert site. It is a store focussed on fountain pens. They have a lot of information, good prices but above all they know their stuff, and that’s all they sell.

Who would you most likely buy from?
The stationery site that happens to sell fountain pens? Or the fountain pen expert?

On the web it pays to be an expert. There are many people out there who claim to do everything. It is often better to claim to do very few things and do them really well.

Can you focus your website a bit more? Can you perhaps make multiple sites each of them concentrating on one area of your business? Analyse your site, do your visitors know what you do straight away, and are you portrayed as an expert?

I don’t know about you, but I prefer to buy from the experts.

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