We judge the emails we receive by how useful they are in their direct effects on us. When people send mass emails, whether it be for marketing purposes or for professional communication, they tend to be large in scope and low in the personal meaning they contain. The line between spam and useful information does not call one place home. Each person you send an email to has their own definition of spam, and will judge the information you send differently**.** There may not be a scientific method yet created for sending the perfect email but this does not mean you shouldn’t tread the waters of sending mass emails cautiously.
This article is primarily about being tasked to send mass emails in the professional domain. Aside from striving for your communication to always be effective, the effects your emails have can serve to either improve your reputation or destroy it. Use the following two principles to guide your words in the mass email communications that you send. Ensure that your reputation remains intact and that your emails are not considered an annoyance to your readers’ days.
The Absolute Need for Useful Information
Useful information is the end-all and be-all of sending effective mass communication through electronic means. The information which you include in your emails should be of immediate use to your audience. The way you measure usefulness may depend on the context. However, every call to action must have a reason for why it should be committed and every piece of information should have a reason behind why it is important. Be descriptive yet direct in your emails to large groups of people. Ensure that your language is clear and can be understood by the most layman of your readers.
The responsibility you hold in providing information to a large group of people should be taken seriously. In the digital realm, your words have the power to reach not only those you send them to, but those who your recipients share them with as well. Ensure that no misunderstandings take place in the communication of your words to others by being concise and clear in what you write. Stay to the point and spread the growth mentality behind useful information to all who read your words.
Being Perceived as an Attention-Grabber
In hopes of limiting the labeling of your emails as useless spam, begin by including only those who need to see the message as the recipients. Including more people than necessary in the, “send to” box will give birth to the perception that you seek attention for your own personal gain, whatever it may be. People love seeing their name on many things, in many places, and hearing it from many voices. However, when they see the names of others appearing in an effort to garner publicity, they tend to quickly turn against the people behind those names. Your reputation can be attacked for the mere fact of your name being seen by many if what you say does not provide any value beyond that fact. Be careful of who you send your emails to, and ensure your audience is appropriate for the message that you’re sharing.
Another thing to note is that you should stray away from opinion, commentary, and humor in the mass communication emails that you send. The more boring your package is the better for this scenario. Be pragmatic, be direct, and do not take any risks in how you present the information at hand. The inclusion of opinion, humor, or unwarranted commentary about the subject at hand can be perceived in ways which you don’t intend for it to be. Limit the chances of your message being misunderstood by keeping it fat-free. Write your emails with utmost seriousness toward the subject matter at hand, even if it is not of serious matter.