Emails are becoming a larger part of everyone’s world on a daily basis. In the developed world, we take the internet for granted with approximately 77% of the population having access to it. Comparatively, only 39% of the entire world has access to the internet. With access to the internet also comes with access to email.
Email is a non-verbal form of communication, which has seemed to take a life of its own and separate norms for communication. When you are sending an email, please do:
Proof read: Reading an email through for spelling and grammatical errors. In a business/professional email, it is not acceptable to use texting language like “k” for okay or “u” for you. If someone sees an email with ‘texting language’, it could leave a negative reflection of you, your professionalism, and your work.
Keep It Short: If you find yourself taking an hour to type up an email, you should probably make a phone call instead. Email is meant for short conversations between people.
Keep It to People Who Need to Know: Send out the email to only the people who are involved with the project or who are subject matter experts. Sending out an email to the whole company may lead to having future, more important emails, arbitrarily filtered into the delete folder.
Emails can help to generate a conversation or help to conceive ideas but an email is not a place to:
Rant: If you are having an issue with something or someone, email is not the way to deal with it. Talk to someone in person. When you do talk to that person, remember to bring a solution in mind or you could be perceived as whining.
Keep the Conversation Going: If the conversation is turning into a multi-page discussion, a conference call or face-to-face conversation would be a simpler and more time efficient means of coming up to a solution.
Depend On It: Emails are great for a flow of information, but it is not something that will keep your relationships strong. Face-to-face meetings, a phone call, coffee or lunches give a personal touch which cannot be given by the cold touch of an email.
What do you enjoy or find annoying about emails? Do you have any tips you want to share?
Have an awesome week.
Source: Digitpedia Com
Kevin MacDonald is the CEO of L6S Business Consulting Inc. L6S offers services in management consulting, Controller and CFO contracting, and lean management with either project work or teaching/mentoring of staff. Kevin holds his CMA accounting designation along with a Black Belt in Lean Six Sigma.
Kevin is active in the community by volunteering for different groups, his condo board and donates platelets at the Canadian Blood Services clinics on a bi-weekly basis.