Disciplined Email: Five Sentences or Less

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According to a 2012 study by New York City-based management consulting firm McKinsey and Company, the average worker spends 28 percent of their day reading and answering email. That amounts to nearly 13 hours a week and to 650 hours a year. Keeping emails brief and to the point can help you reclaim some of this time, increase your productivity and improve your chances of getting a reply.

“Proper email is a balance between politeness and succinctness,” according to Guy Kawasaki, author of APE: Author, Publisher, Entrepreneur. “Less than five sentences is often abrupt and rude, more than five sentences wastes time,” he says. He outlines four simple guidelines to follow when writing an email:

1. Your email should answer five simple questions: Who are you? What do you want? Why are you asking me? Why should I do what you’re asking? What is the next step?

2. Cut out excessive details to get a response.

3. Shorter emails will help you stay focused.

4. Limit everything but praise. 

(Exception to Kawasaki’s rules: If the only reason you’re sending an email is to praise someone or offer some kindness, there are no limits. Don’t worry about the length.)

The website five.sentenc.es has started a movement limit to emails to fewer than five sentences. They outline the approach as such:

The Problem

E-mail takes too long to respond to, resulting in continuous inbox overflow for those who receive a lot of it.

The Solution

Treat all email responses like SMS text messages, using a set number of letters per response. Since it’s too hard to count letters, we count sentences instead.

Ready to join the movement? Head over to http://five.sentenc.es/ to grab an email signature message explaining your new outlook.

Hamza Khan

Hamza Khan is a best-selling author, award-winning entrepreneur, and globally-renowned keynote speaker whose TEDx talk "Stop Managing, Start Leading" has been viewed over two million times. The world's leading organizations trust him to enhance modern leadership, inspire purposeful productivity, nurture lasting resilience, and navigate constant change.

https://hamzakhan.ca
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