Emailing at work is making us inefficient.
Do you have any advice for me with regard to Emails at work? We all love to Email but much of it is hard to understand and often a waste of time. I feel that efficiency is being negatively affected!
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Email is a wonderful tool when used properly, but, as you would acknowledge, without some basic rules, the benefits of the technology are significantly diminished.
One of the challenges of Email is that it is incredibly easy to use. In a matter of seconds the message can be written, sent and received. The problem of course is that the message may not make much sense to the receiver and may even confuse him or her.
While you may not be able to immediately correct the poor Email etiquette of co-workers, you can start to work on your own skills.
For one thing, I would strongly recommend you abandon Email for those opportunities when you can meet with someone face-to-face. Personal contact is warmer and more open and tends to build a sense of community.
Emailing – like all other writing – requires some planning and a little editing. Plunging in with little reflection on what you want to say and what the receiver might need to learn will reduce the quality of your communication.
Start with a clear subject line – identify your reason for writing and don’t use vague phrases such as: “Something important” or “You need to know this.”
Attempt to summarize the purpose of your Email in the first sentence: make it easy for your recipient to know what you would like him or her to do in response.
Use concise language with measurable terms. If you have a specific deadline in mind for the completion of a project, for example, then be sure to mention it. If you wish to involve a number of colleagues identify them by name.
And, speaking of Emailing co-workers: be cautious about indiscriminately forwarding or copying Emails. Apart from cluttering their inboxes you may also draw people into a discussion that is of no concern to them.
Improving the quality of your Emails will take time but be encouraged that you may serve as the role model for others. Aim for clarity, succinctness and readability – and if you receive an Email you like, be sure to compliment the sender.
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