Summary of How to Write an Email (No, Really) | Victoria Turk | TEDxAthens

Summary of "How to Write an Email (No, Really)" by Victoria Turk | TEDxAthens

Victoria Turk presents a practical and thoughtful guide to writing effective and considerate emails, emphasizing reducing the stress and burden email communication often causes. She challenges the common assumption that everyone is already an expert at email and offers updated etiquette principles tailored to modern work communication.

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Main Ideas and Lessons

• Email is both essential and stressful:
  Email is the default communication method at work because it is quick and convenient, but it often feels overwhelming and time-consuming.
• Fundamental principle:
  The core philosophy of good Email etiquette is to reduce the burden of email by minimizing unnecessary emails and making every email easy to process for the recipient.

Methodology / Instructions for Writing a Good Email

1. The Greeting:
   
   • Use a simple "Hi" plus the recipient’s first name in most work contexts.
   • Avoid overly formal greetings like "Dear" unless the situation is very formal (e.g., official briefings or invitations).
   • In ongoing email threads, don’t greet repeatedly; say "hi" again only if the thread spans multiple days.
2. The Body:
   
   • Be concise and precise; respect the recipient’s time.
   • Avoid jargon, waffling, and unnecessary small talk.
   • Include all relevant information in the first email to avoid double emailing.
   • Avoid overly brief one-word responses that can come off as rude or a power play (e.g., “OK,” “Received,” “Agree”).
   • Be mindful of emotional tone since email lacks nonverbal cues; use punctuation and, where appropriate, emojis to clarify sentiment.
   • Re-read your email to ensure it cannot be easily misinterpreted.
3. The Sign-Off:
   
   • Use "Best wishes," "Best," or "All the best" as the correct professional sign-offs.
   • Avoid:
     • "Yours sincerely" (too formal)
     • "Yours" (too intimate)
     • "Cheers" (too casual for professional emails)
     • "BW" (tacky)
     • "Kind regards" (pompous)
     • "Thanks in advance" (presumptive and rude)
   • Always write out the sign-off fully rather than relying on automated signatures, which may not display properly.
   • Keep email signatures simple and professional: name and contact details only, no flashy graphics or quotes.
4. Subject Line:
   
   • Keep it simple and clear.
   • Summarize the email content in a few key words.
   • Avoid full sentences, jokes, or overusing "urgent."
5. Using CC and BCC:
   
   • CC Rule:
     • Primary recipients (expected to respond) go in the "To" field.
     • Secondary recipients (for information only, no response expected) go in the "CC" field.
     • This clarifies expectations and reduces unnecessary email responses.
   • BCC Usage:
     • Use sparingly, for example:
       • To protect recipients’ privacy when emailing multiple people.
       • To prevent “Reply All” chaos in large email threads.
       • To remove someone from an ongoing thread politely by moving them to BCC once their input is no longer needed.
6. When to Send Emails:
   
   • Send work emails only during work hours; avoid late-night or early-morning emails.
   • Setting boundaries around email timing helps reduce stress and the expectation of constant availability.
   • While recipients can choose when to respond, senders should model good etiquette by respecting reasonable hours.

Additional Concepts

• Email started as practical, brief updates rather than formal letters, so modern emails should reflect that simplicity and efficiency.
• The lack of nonverbal cues in email makes tone difficult to interpret, so writers must use language tools consciously to convey intent clearly.
• Being overly terse can be perceived as rude or a power move rather than efficient communication.
• Setting clear expectations through proper use of "To," "CC," and "BCC" fields can significantly improve email communication flow.

Speakers / Sources Featured

• Victoria Turk – Main speaker and presenter of the talk.
• Merlin Mann – American writer and podcaster, credited with coining the term "Inbox Zero," referenced for his advice on Email etiquette.
• Jeff Bezos – Mentioned anecdotally for his famously terse email style (one-character emails).

This talk encourages spreading good Email etiquette to make digital communication less stressful and more effective in professional settings.

Category

Educational

Video