5 Email Tips That Will Transform How You Communicate

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Do you ever feel that emailing is all that you do?  What if you could cut the amount of time you spend emailing colleagues and customers?  The truth is you can, by communicating visually.  You already create visuals with SmartDraw. Why not communicate visually in emails?  We have 5 email types that can easily be sent using a diagram instead of writing a full blown email.

Email Any Diagram With Just One-Click!

Before taking a look at the types of emails a diagram can essentially replace, it’s important to know how easy it is to email a diagram.  Once you’ve saved your diagram, simply navigate to the top left-hand corner of SmartDraw and click the Send Quick Access Control (envelope icon).

send email control

With just one-click, SmartDraw will automatically enter the name of the file in the Subject Line, embed the visual in the body of the email, and attach the source file.  Now your colleagues or clients will see the diagram in the body of the email as well as have the source file.  If you’re requesting feedback, the recipient can open the source file, make edits, and email it back to you or the team.

Email Type #1: Who Am I Working With?

Solution: Use the Org Chart Template and Add Hyperlink or Attachment Feature

Working in virtual teams is used more and more by companies in an effort to cut travel, relocation, real estate, and other business costs.  Yet, there is one critical difference in the way teams communicate.  In place of the dynamics of in-person exchange, they rely on virtual meetings and emails.   Project managers and leads working in virtual teams must resort to providing email introduction amongst newly assigned project team members.  In this example, several mid to senior management level team members have been assigned to a new Task Force.

project assignment org chart0

project assignment org chart1

SmartDraw Tip: To inform the members of the project team as to what role they have been assigned, you can simply change the job title to their respective project role.  To change the color of a shape, simply select the shape and navigate to the Home Ribbon’s Fill menu.  Select the appropriate color.  To add an effect, such as a glow to the shape, navigate to the Home Ribbon’s Effects menu and select the appropriate option.

project assignment org chart2

SmartDraw Tip: You have the ability to associate any website to any diagram.  Right+click on the object in the diagram, select Add Hyperlink.  Enter the Url Address in the field provided. Click OK. The link icon will appear in the bottom right corner of the object.  In addition, you have the option to also associate a file to any object in a diagram.  Right+click on the object in the diagram, select Add Attachment.  Locate the file on your computer. Click Open.  The attachment icon will appear in the bottom right corner of the object.

Email Type #2: Who’s Doing What, When, and How Long?

Solution: Use the Flowchart Template

Whether you’re working with colleagues or clients, it’s always good to ensure that everyone’s on the same page.  In this flowchart, I am not only informing the client of the process but the roles and responsibilities of everyone involved.  This simple 5 step flowchart indicates the roles of the end users, subject matter expert, instructor, and co-facilitator.  In addition, it provides the approximate amount of time spent. This diagram can easily be sent to colleagues or clients with a request to confirm if this meets their expectations.

delivery of training process

Email Type #3: What Are My Options?

Solution: Use the Mind Map Template and Table Feature

Scheduling can be a challenge, especially if you are working with individuals in a different time zone.  Here’s an example of how to provide your clients potential dates and times of when you and the project team are available.  Since each date and time is assigned an option name (i.e. Option A, Option B), the recipient only need to respond with the name of the option.


Email Type #4: Where Are We in the Process?

Solution: Use the Flowchart Template and Effects Feature

There are moving parts to every project.  The more individuals involved, the more challenging it can be to ensure that everyone understands the process.  Not only does this diagram provide an overview of the entire process, it also highlights the stage that we are currently in.  If this were to be sent to a client, they would in turn realize that there are several steps before the training they have purchased can be delivered.  In short, this diagram can be used to create a sense of urgency for your recipients.  All in all, it provides transparency to everyone involved.

TMC Working with SmartDraw Professional Services1

 Email Type #5: Where Can I Find It?

Solution: Use the Mind Map Template to Create a Resource Hub

Ensuring that everyone in a department or project team knows where everything is is a challenge in itself.  Whether the resources you have developed are housed in one or more locations, you can easily create a resource hub using the mind map template.  Whenever a colleagues inquires about information, you can simply email then the resource hub that contains live links to the materials.  It’s also ideal for on-boarding new hires.

IT Resource Hub