Over the years, I have been asked a lot of questions about tools and techniques that I use for success. Most of these people are looking for the tangible skills that go along with requirements, process and change management. Many of these questions are posed in public venues because they are fodder for knowledge sharing.

I have to tell you that these are not the most burning questions I have come across when interviewing, chatting and networking with BA's on a one to one basis. In fact, the most burning questons I am asked by even the most senior of strategic analysts are: How do I get people to respond to my emails? and How do I get people to read my requirements documents.

Today, I will address only one of these questions (because, let's be really honest), I know you're all asking yourself these questions, and its important for you to know a few things about this: 1. You are not alone! 2. Everyone has the same problem no matter what their role 3. It is not a reflection on your BA skills and 4. Anyone who tells you different is not being honest.

Ok, so getting people to read and respond to our emails is a struggle. Why? People get tons of email. They are busy. We all have some degree of ADD. And we write our emails the same way we write requirements (see the Seinfeld Approach to Requirements), and the same way we have a conversation: we are afraid to appear demanding, and tell people exactly what we want.

I recently heard a comedian talk about this habit of his wife's to never tell him what she wants but to ask him questions which he has to decipher and figure out what it is she wants. She apparently walked into the bedroom, saw a pair of men's underwear on the floor and asked him "Are those yours?" (her assumption was he would realize his error and pick them up). His response was "They had better be, otherwise I've got a few questions of my own!"

Here are my best tips & tricks for getting people to read and respond to your emails by how YOU word them. We simply have to get to the point. GET, GRAB and HOLD your readers attention and provide clear action for them and deadlies to to do them by! Here's what that looks like:

Writing Effective Emails
Subject Line
1. Priority Level: State the priority your reader should give to this email
a. For Your Information
b. Urgent **Do not over use this! Only use this when you need an answer in hours!!
c. Important **Do not over use this! Only use this when you need an answer in days!!
2. Tag Line: State the level of action you expect from the reader
a. Response (indicates I have a question)
b. Action (indicates you must do something)
c. Assistance (indicates I would like your help)
d. Information (indicates I would like some information)
3. Need for the Information: State the need for the information that you have.
a. Requested (indicates I’d like this information)
b. Required (indicates I must have this information)
4. Subject: State the subject you wish them to address
Some Examples:
Urgent Assistance Requested – Technical Interview of Candidate J. Doe
Urgent Response Requested – Technical Interview of Candidate J. Doe
Urgent Response Required – Technical Interview of Candidate J. Doe
Body of Email
1. Salutation
2. Set Tone: Thank them or tell them something you appreciate about them
3. Purpose: Tell them EXACTLY why you are contacting them in one sentence
4. Action Requested: Tell them WHAT action you expect from WHOM and by WHEN
a. Request additions/contributions to the agenda
b. Contributions to discussions – Cite topics
c. Prepared topics and discussion leadership
d. Brainstorming
5. Detail the type of preparation expected
a. Send documents that need to be read before the meeting with enough advance notice to read them
b. Samples of documents and artifacts they will contribute
c. Demonstrations and exercises to be done
d. Include agendas for meetings

Close
Important Tips
1. Set a Flag in the email to remind them when they need to complete their task by (You don’t have to use this unless you consistently have issues getting items on time from a person)
a. Set the ‘Flag To’, ‘Due By’ and ‘None’ fields by selecting from the drop down lists
2. Almost ALWAYS respond when someone sends you an email!!! The only exception is after you have sent your email to thank them.
a. Let them know you received their email and when you expect to act on their request
b. Thank them for any submissions or suggestions
c. Thank them for participating in the last meeting