Email has been the single most revolutionary communication device since the invention of the telephone. Even current texting technology is little more than an extension of basic email techniques. Unfortunately it is also a double edged sword…..from encouraging lackluster grammatical skills to being one of the producers of easily misconstrued messaging. As with any tool, it becomes important to know how to use it effectively, and wield it like the two edged sword it is, accomplishing your intended purpose without inadvertently causing injury.
Your email is a logical extension of your public image, which means you need to put forth your best foot when utilizing this technology. Getting lazy with your emails has the same impact as showing up for the staff meeting in a t-shirt and flip flops.
Let’s take a more in depth look at the do’s and don’ts of email usage, namely the ones that can make or break your good corporate image:
Dropping The Subject Line. Do you open emails with subject lines that read “no subject”? I didn’t think so. In an age where people have email messages piling up and clamoring for their attention, you have exactly one chance to grab their attention. The subject line is that chance. Make the most of it.
Give the Subject Line Some Substance. Like many of you, I have a bad habit of inserting useless things like “Hi” (or worse “howdy”) as opposed to anything remotely resembling the contents of the email. Take the few extra seconds and type in precisely what the e-mail is pertaining to. Again, you have one chance to grab their attention. Make it count.
Keep Your Header Corresponding With The Subject. We all get tired of wading through previous emails to try and nail down the specific one we’re looking for. Keeping your header adjusted to reflect the subject you are currently discussing will help you keep up with what is where, especially in cases where the exchange runs on for an extended length.
Make It Personal. Personalize your messages. It doesn’t matter if you are sending the same message to multiple recipients, taking the time to personalize the greeting makes a great impression. Email by its very nature is a fairly cold means of communication. Get around that obstacle.
Choose Words Wisely. With email, you have some of the instantaneous nature of communication, but without the non-verbal, body language element. Email messages are often misconstrued. I’ve had more than one humorous message be received as sarcasm or even a personal attack, and you never see it coming. Second and third guess the tone of your message and make every effort to see that it is received in the spirit intended.
Check Your Grammar. With the advent of email came the idea that proper grammar was no longer important. This is a mistake. Sending a message full of errors (or worse, those lazy abbreviations such as “ur” in place of “you’re”) does nothing to make a decent impression, and may actually cause co-workers (or worse, superiors) to not take you very seriously. Take the time to compose your emails with the same due diligence that you would with a regular business letter.
Keep It Simple. Emails should never be very long. People usually skim through them so short messages that are easily grasped are preferable. If you find that you are suffering from an excessive case of literary bloat, then back off and arrange for a face to face meeting or phone conversation.
Unauthorized Forwarding. I don’t care how funny or inspirational the message is, never forward an email without the express consent of the person who wrote it. If the wrong thing gets out and you’re pegged as the responsible party then your credibility and integrity just went right out the window.
Think Of The Net As An Open Book. It can never be said often enough, don’t put anything in an email or other online message that you aren’t willing for anyone and everyone to see. Because chances are that anyone and everyone eventually will. Once you hit send, you effectively relinquish all control of the contents of that message.
Create A Signature. Most email programs offer the option of creating a signature that can be automatically generated for every message you send. Do this, and include your name, email address, phone number, whatever communication methods are best for reaching you directly. Never assume that the other party will simply hit respond…it doesn’t always work that way.
Don’t Be Impatient. This is one of my biggest goofs. I naively assume that the person I am sending the message to is sitting at the other end, and as a result I should get an immediate response. Email may be a way of getting a message out instantly, but don’t assume the same is true in reverse. Have some patience and wait for the other person to get back to you.
There are a lot of ways to run your career in the ground, but email doesn’t have to be one of them. Take your time and exercise some common sense and your email communication will prove to be a powerful and effective communication tool.
