In the business analysis field, communication is key. And with the BA acting as the liaison between the business and IT worlds of an organization, they must be equipped with the communication skills to professionally send information to an ever-growing number of people.
As email is one of the most common forms of written communication in the business world, a BA would be wise to understand the components of a professional email to keep in their communication repertoire.
Here are 10 quick business email tips for BAs to heed when scribing their next digital correspondence:
1. Write a subject line with a topic that means something to your reader. “Requirements” will get lost in the endless heap of similar emails. Be specific and concise. “Data Requirements for Review” is much more telling.
2. Put your main point in the opening sentence. Everybody is pressed for time, so be sure if they read nothing else in the email, they at least got the most important information from the first line.
3. Never begin a message with a vague “this” as in, “This needs to be reviewed by end of business.” Always specify what you’re writing about.
4. Do not use ALL CAPITALS, even in the event of urgent information. It will always read as though you are shouting. Similarly, all lowercase letters will appear unprofessional and hurried. Take the time to use appropriate sentence cases.
5. As a general rule, avoid text-speak (abbreviations and acronyms). You would waste valuable time for both you and the receiver if you had to explain what your shorthand means.
6. Be brief and polite. If your message runs longer than two or three short paragraphs, consider either reducing the message or providing an attachment.
7. Remember to say “please” and “thank you.” You’re more likely to receive a speedy response if you are kind about your requests.
8. Add a signature block with appropriate contact information (in most cases, your name, business address, and phone number).
9. Edit and proofread before sending your message.And always double check to make sure your email is going to the correct recipient!
10. Finally, reply promptly to serious messages. If you need more time to respond, notify the sender of your delay, but never leave important emails unacknowledged.
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