8 Ways To Improve Email Communications For Project Managers

Your emails are much more important than you think. Many people just tap out what they need to say and hit ‘send’ without ever thinking about it. If you want the recipient to be drawn into your email and it’s message though, it’s going to take a bit more work. Here’s eight ways to improve your email communication.

1. Know what your objective is

If you’re writing an email, you’re hoping that something will happen as a result of it. To pinpoint exactly what you want, try summing it up in one sentence. For example, your goal could be ‘to convince your team that a change in direction is needed.’ Once you have that sentence, keep it in mind as you write. Everything you put in your email needs to lead back to that objective.

2. Good emails start with good grammar

Before you even start writing, you need to think about your grammar. No one will read what you have you say if your grammar is sloppy. It makes the email hard to read, and makes you look unprofessional. If grammar is your weak point, try using grammar guides to get you on the right track.

3. Use online tools

There’s lots of online tools that are invaluable when you’re writing important emails. Make sure you’re getting the benefit of them in your email campaigns. Easy Word Count is a great way to check the length of your emails. Cite It In helps you make sure you’re crediting other content creators correctly. There’s Contact Monkey too, which is essential as it helps you track who’s opening your emails and who’s deleting without reading them.

4. Know your audience

Imagine you’re the person getting this email. How will you feel when you read this? Are you convinced that you should take the action that is required? Keep the recipients wants and needs in mind. You’re writing to convince them, so tell them why responding will benefit them.

5. Use professional writers

Is that email you need to write vitally important? Are you in charge of writing an email campaign for your business? Then the best thing to do may be hiring a professional to do it for you. They are trained in writing the best copy possible, so you know you’ll get the perfect email. Try writing services such as Academized and Assignment Help to get the job done.

6. Write a compelling subject line

Your subject line is the most important thing about your email. It’s the first thing the recipient sees, and helps them decide whether they’re going to open the email or not. If you want them to consider yours, make it slightly provocative, and emphasise how you can help them if they choose to do so.

7. Proofread, proofread, proofread

Before you hit ‘send’, make sure you proofread that email. You can be as persuasive as you like but it you’ve made any errors no one is going to be convinced by your arguments. If you need some help, try using online tools like Proofread Bot, or hire a professional proofreader at Custom Essay to look over it for you.

8. Personalize your email

Finally, make the email personal to the person receiving it. If you’re sending out an email campaign, you can adjust the coding so the recipient’s name is in the greeting. If it’s just to one person, make sure you’re targeting to them. Either way, make the recipient feel as though you care about them.

Try these tools and tricks out, and your emails will always be sure to create a splash.

Recommended Project Management Software

If you’re interested in learning more about top rated project management software, the editors at Project-Management.com actively recommend the following:

1 monday.com

Visit website

monday.com Work OS is the project management software that helps you and your team plan, execute, and track projects and workflows in one collaborative space. Manage everything from simple to complex projects more efficiently with the help of visual boards, 200+ ready-made templates, clever no-code automations, and easy integrations. In addition, custom dashboards simplify reporting, so you can evaluate your progress and make data-driven decisions.

Learn more about monday.com

2 ClickUp

Visit website

ClickUp is one of the highest-rated project management tools today. Use Docs, Reminders, Goals, Calendars, Chat, scheduling, assigned comments, custom views, & more with this all-in-one project management tool.

Used by 800,000+ teams in companies like Airbnb, Google, and Uber, it brings all of your projects into a single app! Built for teams of all sizes and industries, Our fully customizable & proprietary features make it a must-have for anyone wanting to keep project management in one place.

Learn more about ClickUp

3 Wrike

Visit website

Tackle complex projects with Wrike’s award-winning project management software. Break projects into simple steps, assign tasks to team members, and visualize progress with Gantt charts, Kanban boards, and calendars. Manage resource allocation and forecasting with software that’s easy to launch. Automation and AI features strip away time-consuming admin tasks so you can do the best work of your life. Streamline your practices, align your team, and ensure you hit deadlines and stay on budget.

Learn more about Wrike

Share Article


Mary Walton Avatar
Get the Free Newsletter!
Subscribe to Project Management Insider for best practices, reviews and resources.
This email address is invalid.
Get the Free Newsletter!
Subscribe to Project Management Insider for best practices, reviews and resources.
This email address is invalid.

Demos, trials & More information

Check out our library of 60+ pm books