Email is one of the more frequent ways businesses interact with staff and customers in this current day and age. Communicating this way has key benefits. Not only is it fast, dependable and robust but it also enables people to send across key files, meaning projects and their subsequent developments, can be seen in real time as they’re being worked on.
But there’s also a huge downside to email communication within a business that can sometimes even turn out to be downright damaging. Spam is one thing yet unnecessarily shared information, or worser still, badly interpreted written communication, can potentially cause all hell to break lose and, in extreme cases, might even lead to people even losing their jobs.
Knowing how to get email communication right then, especially as a manager or ambitious team member, is absolutely crucial if you want to reach any level of success. Here’s what to really remember the next time you sit down at your Desktop and Workstations before hitting the send button.
Knowing who you’re sending a message to and what the expectations of that person are is hugely important when it comes to the matter of email. The fact is people within a business occupy different positions of responsibility. With that comes different matters of formality. If you’re addressing management or clients then deal professionally with your messages and take care not to appear too over-familiar or personal. Save that for colleagues you know and understand well.
Emailing from a secure platform, one that can’t be infiltrated or manipulated, is crucial when it comes to sending large quantities of information within a business. With the constant leaking of passwords and hacking attempts when it comes to major email clients like Gmail, Hotmail and Yahoo it’s important to take the necessary steps to keep your email accounts as secure as possible.
Just as your teachers in school advised you to scan or proof your work before handing it in, the same also applies to email. Double checking your messages to make sure they’re grammatically correct, that they communicate what you intend to say and that they don’t read like a page-long essay is a very good habit to get into indeed.
Formatting and Easy to Read
Make things as easy as you can for the recipient. Format your emails so that they are easy to scan. Break down information into paragraphs, perhaps even use subheadings if a message appears to be getting lengthy. Bullet points are also another good thing to employ, helping to convey things concisely and orderly so that the person the other end can read and take action faster.
Margin for Error
If you don’t think you should send something don’t. Yet if you’ve already done so and are now regretting your actions then make sure you have some kind of failsafe plan in place. Luckily in Gmail there’s the undo send button, which can definitely help you get out of a jam if you think you’ve stepped over the line.
To the Point
Probably the biggest thing to remember when sending an email is to be direct and to the point. Nobody likes to read a message that rambles on unnecessarily, delivering lots of information unlikely to resolve a situation or help with key decision making. Brevity is what you have to keep in mind. While also seeking to answer directly the matters at hand.