Email is a communication currency that can lose its value very quickly if not used appropriately.
We “hear” what is being said through our senses, so when we can’t see verbal cues or hear someone speak, there is a greater chance for miscommunication. Working from home as a ‘new normal’ for many makes our email communication clarity even more critical.
To ensure your email communications are clear, we outlined the following:
- Include a clear, direct subject line. Examples include: “New Meeting Date,” “Quick question about your presentation,” or “Suggestions for the proposal.” People often decide whether to open an email based on the subject line, so ensure yours is clear what it contains.
- Think twice before hitting ‘reply all.’ Refrain from hitting “reply all” unless you think everyone on the list needs to receive the email. IF you do copy everyone, write why you are doing so – outline why the person (s) were included.
- Include your auto signature. This allows your email recipient to easily contact you, in case they want to call you in reply.
- Use professional salutations. “Hey you guys,” “Yo,” etc . While the email may have a relaxed tone, you should still address an email professionally.
- Use exclamation points sparingly. If you choose to use an exclamation point, we recommend using one to convey excitement. If overused, you can appear too emotional/immature.
- Be cautious with humor. This is one where it can get lost in translation without the right audio tone and/or facial expression. This is best left for in-person or videoconferences.
- Factor in different cultures speak and write differently. Tailor your message to the receiver’s cultural background or how well you know them.
- Reply to your emails. This includes when the email was accidentally sent to you, especially if the sender is expecting a reply. Or if you were “copied” on it, you should let them know that you are intending Cathy to respond if directed to Cathy and Cathy is better equipped to handle. Example: “Cathy, I will assume you will reply to Joe on this issue.”
- Proofread every message. Don’t rely on spell-checkers. Read and re-read your email a few times, preferably aloud, before sending it off. Grammarly is a free tool that helps with grammar beyond email spellchecks.
- Add the email address last. It is easy to hit “send” by mistake before finishing your message. This will save a lot of headaches as you compose and proofread your message first.
- Double-check that you’ve selected the correct recipient. Pay extra attention when typing a name from your address book on the email’s “To” line especially since it may autofill similar names.
- Nothing is confidential—so compose your emails accordingly. Every electronic message leaves a trail.