Email is a widely used source of communication in our offices and because of this very reason we need to make sure that we’re effective at using this tool.
I’ve often come across poorly written emails, full of grammatical errors, missing subjects, etc, and such emails do not leave a good impression on the readers not to forget they waste the reader’s time.
A lot of times, I receive emails whose subject gives no hint of what they’re about or have subjects that have nothing to do with the email’s content. Some emails don’t even have a subject. I wonder why people don’t understand the importance of the email’s subject. It saves so much time if the subject line is appropriate and gives an idea of what the email is about.
A majority of emails that I receive are lacking complete information. This results in useless exchange of emails asking for more information. Again, if the users spare a little time to write a comprehensive email, it would eliminate the need for unnecessary email exchange and would also save everyone’s time. By comprehensive, I mean it should be concise yet have complete information.
Some users are in the habit of linking old emails with new ones. For e.g. I’ve often received emails which are a top up on some thread that was initiated and closed 6 months ago or so. If you need to send such emails, it’s better to launch a new email thread and attach the old one for reference. That way it’s easier to connect the new and old threads.
There’s another set of users who happen to split an email into several threads. This makes tracking the order of developments very difficult. Therefore, it’s extremely important to maintain the original thread right till the end. It also proves helpful in case we have to refer to it later.
Some users have the habit of enlarging the font and coloring red, certain words in the email, for emphasis. In my opinion this has the same effect as using all capital letters; which looks like you’re shouting at the recipient. There are other ways of making your point. If you lack the writing skills to do that, there’s loads of helpful material available online which you can refer to. Spend some time doing research on improving this area. You will be pleased with the results.
Make sure that email is not used excessively. There are times when talking face-to-face or on call is enough. So try not to clutter everyone’s inbox by sending excessive emails. This also involves taking care of who you’re including in the recipients list of your message. Make sure you only include relevant persons.
Lastly, always proofread your emails before hitting the Send button.