Sharpen your email etiquette and improve your professional image with these simple tips.
In today’s fast-paced and interconnected workplace, email has become the primary mode of communication for many professionals. While it may seem like a quick and easy way to get your message across, the truth is that your emails can significantly impact your professional image. In fact, how you craft and send your emails can reflect your level of professionalism and even determine the outcome of your interactions with colleagues, clients, or higher-ups.
According to the co-author of Send: Why People Email So Badly and How to Do It Better Will Schwalbe, email is your office’s most dangerous piece of equipment. That’s right, your trusty email can ruin careers and even destroy companies if used carelessly. That’s why Schwalbe believes that every workplace should have an email policy and train employees to communicate effectively through email.
This article will explore some of the most common email faux pas you should avoid. By following these guidelines, you can improve your communication skills and maintain a positive image in the workplace. Get ready to sharpen your email etiquette and become a communication pro!
Think twice before hitting reply all
Sending an email to everyone in a group when it’s not relevant may cause unnecessary confusion or frustration among recipients. Melissa Pont, a digital media specialist at Amazing.com, an online education portal for entrepreneurs, highlights the issue that arises when an email is sent to the entire company, and multiple people respond with a brief “thanks!” to everyone. This flood of unnecessary emails can clog up everyone’s inbox and make it challenging to manage them all efficiently.
To avoid such scenarios, it’s worth considering removing the reply all button altogether. For Microsoft Outlook users, this can be achieved by hiding the reply all (or ‘reply to all’) button. Additionally, setting a message delay in Outlook can help detect any reply-all errors before the message is sent, allowing you to review and modify the recipient list. In contrast, Gmail’s ability to retract sent emails only allows for a brief five-second window, which can be restrictive. Thankfully, you can extend this time up to 30 seconds, affording you more time to reconsider and undo your actions.
Watch your grammar and spelling
Improper grammar and spelling are some of the most common email faux pas in the workplace. When composing an email, it is important to ensure the message is well-written and free from any grammatical or spelling errors. Failing to do so can make you appear unprofessional and undermine your credibility with colleagues and clients.
In addition, it can cause confusion or misunderstandings, especially when the email is meant to convey important information or instructions. Therefore, it is advisable to carefully review your drafts before hitting send. Use a reliable spelling checker, remove complex words, adjust the tone appropriately and replace complicated words with simpler alternatives. Repeat these steps as often as necessary to ensure the message is clear and concise.
To create professional and consistent email communication, using the same greeting and sign-off in all your emails is crucial. Doing so not only helps in leaving a lasting impression on your recipients.
In fact, studies show that your email greeting and sign-off can also convey your mood and attitude toward the recipient. For instance, according to a survey, nearly half (46%) of respondents claimed they could tell a coworker’s mood based on their greetings and sign-offs.
When choosing your greeting, consider your relationship with the recipient, the tone of your message and the level of formality required. For example, if you’re sending an email to a colleague, you may use a more informal greeting like “hi” or “hello”, whereas a more formal email to a client or superior may require a more mindful greeting like “dear” or “good morning/afternoon”.
When choosing your sign-off, consider the same factors. For instance, signing off with “best” and your full auto-email signature can feel professional yet cold. Signing off with “regards” can give a neutral tone, while using just your first name and omitting the full auto-email signature can come across as less formal and warmer.
Avoid vague subject lines
Clear and specific subject lines are essential for effective email communication. Vague subject lines make it difficult for the recipient to understand the purpose of the email and prioritize it among their other messages. Be specific and descriptive when writing your subject line to ensure your emails get noticed and acted upon. Include the main point or purpose of the email in a few words so the recipient can quickly understand what it is about.
A career advice expert at TopResume, Amanda Augustine, recommends using six to eight words to get straight to the point in your email subject line. This is because typical inboxes show only about 60 characters, while mobile phones display just 25 to 30 characters.
Keep it straight not snarky
While email can be a convenient way to get messages across, it’s important to remember that email communication can lack tone and context, making it easy for the recipient to misinterpret the message. Sarcasm, in particular, can be tricky to convey via email, as it often relies on tone and nonverbal cues that can easily be lost in written text.
Career coach Barbara Pachter warns that humor may not translate well in written communication. When in doubt, it’s best to avoid it to ensure professional and respectful emails and prevent misunderstandings.
Using sarcasm in an email can result in misunderstandings and miscommunications, negatively affecting work relationships and productivity. Instead, it’s important to keep your email communication straight, clear and to the point. Avoiding sarcasm and other forms of language that can be perceived as passive-aggressive or disrespectful is key to maintaining professional and positive relationships with your colleagues, clients and business partners.
In a world where email is the primary mode of communication, it’s important to remember that how you say something is just as important as what you say. By steering clear of common email faux pas and adopting a respectful and professional tone, you can become a master of email communication. Whether sending a quick update or a lengthy proposal, always remember to keep your emails clear, concise and relevant to the recipient. Doing so lets you communicate effectively and build a reputation as a savvy and respectful professional in your industry.
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