Over the past 10 years, email has become an essential form of communication in the workplace. It generates a written trail, it’s easily filed, it’s user-friendly, and most importantly, it’s convenient. Email has become ingrained in our daily lives, and for many professionals, it’s their favorite communication method. But with routine often comes complacency. In our efforts to reply quickly, we can sacrifice our quality control.
But with more intention and attention, we can avoid embarrassing typos (shout out to that email where I misspelled my own name!), miscommunications, and misinterpretations; and hopefully cut back on the number of emails we send (recipients will thank you!).
Consider the recipients
If you’re like me, your inbox is probably inundated with messages. When you’re drafting your email, determine the most appropriate recipients and who will find value in the content. You probably don’t need to include your manager in every interaction, but you might want to include them as a CC if it is an important subject matter. Ask yourself if the receiver can provide input to the subject or if it is relevant to them.
Write an effective and clear subject line
Whether you are sharing the agenda for an upcoming meeting, running a renewal series campaign, or sending a personal thank you note for their hard work on a project, subject lines are pertinent to increasing your open rate. No matter the content, the subject line always makes the first impression. Don’t let your subject blend in with spam.
Keep the sensitive stuff for face-to-face interaction
Sometimes it’s easier to write a quick email to a colleague when you’re upset or in disagreement. It’s even easier to WRITE IN ALL CAPS TO GET YOUR POINT ACROSS. It should go without saying, emails are a great way to communicate but can also easily lead to miscommunication. Your capitalization might be perceived as yelling in one situation, or happiness in another. That’s why it’s best to avoid it in a professional email.
Reread before hitting send
In an earlier blog post, we discussed the importance of rereading. It’s easy to get going on a tangent when you’re drafting an email. Again, it’s just a “draft.” But too often, we don’t even think about rereading before hitting send. Check for typos and assess whether your message is clear and covers all aspects of the subject matter. And avoid abbreviations or chat jargon, like “u” or “OMG.”
When it comes to email, every word counts toward relaying your message. Be succinct, be thorough, be intentional, and be professional in every electronic communication you send. Doing so will help keep your team aware and on the same page, save time, and provide you with a clear record as you progress through a project.