Communicating Clear Through Email
Communicating Clear Through Email
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Communicating through email is different than speaking directly to an employee. Because you do not have the benefit of voice inflection or the ability to take back or clarify what has been said, you need to choose your words carefully when sending email.
PURPOSE OF THE EMAIL
The first step to sending effective email is to understand the purpose of the communication. If you are sending out instructions for a proposal, delegating responsibilities relating to a project, or you need clarification and are sending a question, you should be as specific as possible and avoid sending information about other projects in the email.
Because people read from their computer screens much faster than reading from the written page, they oftentimes miss simple words that can alter the meaning of the email. If you need to send out information about multiple projects, send more than one email.
Title your email accordingly as well. Let the subject clearly define what the email is about so others will read it when they receive it.
LANGUAGE USED IN EMAIL
The next step is to be as specific as possible in your email as this is the best way to convey your message. Long, flowery language is not going to be well received. Keep your text short and brief. Use bullet points if you want to emphasize your points.
Use headings if appropriate and indicate that you have sent attachments. Many times, people do not scroll down to the bottom of the page, so they may miss the additional information.
When listing times and dates, put spaces around them so they dontt get lost in the words on the screen. You can place them in bold as well, or even consider including important dates or deadlines for reply in the subject field.
While you can be friendly, you should get to the point as soon as possible. Begin with a greeting and end with a salutation.
SENDING EMAIL
When sending email, make sure you include everyone on the project but at all costs avoid sending ccdd copies to people who do not require them. People will quickly start to identify the source of irrelevant emails and may overlook correspondence that is important to them. This way, team members feel informed but do not get overloaded with useless information. When sending attachments, make sure they work before attaching them.
The best times to send an important email is in the morning. This is when most people are at their desks to receive it. You can also send an email in the evening so you know it will be read in the morning. Sending email in the afternoon may not be read until the next day.
Email is a wonderful way to communicate with those in the office, those who are traveling, or working from home. Be conscious of how you word email so everyone has a clear understanding of what you are trying to say, and send the kinds of emails you would like to receive yourself. Developing an effective email culture can save huge amounts of your teamss time.
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Source by Tim Milllett
Communicating through email is different than speaking directly to an employee. Because you do not have the benefit of voice inflection or the ability to take back or clarify what has been said, you need to choose your words carefully when sending email.
PURPOSE OF THE EMAIL
The first step to sending effective email is to understand the purpose of the communication. If you are sending out instructions for a proposal, delegating responsibilities relating to a project, or you need clarification and are sending a question, you should be as specific as possible and avoid sending information about other projects in the email.
Because people read from their computer screens much faster than reading from the written page, they oftentimes miss simple words that can alter the meaning of the email. If you need to send out information about multiple projects, send more than one email.
Title your email accordingly as well. Let the subject clearly define what the email is about so others will read it when they receive it.
LANGUAGE USED IN EMAIL
The next step is to be as specific as possible in your email as this is the best way to convey your message. Long, flowery language is not going to be well received. Keep your text short and brief. Use bullet points if you want to emphasize your points.
Use headings if appropriate and indicate that you have sent attachments. Many times, people do not scroll down to the bottom of the page, so they may miss the additional information.
When listing times and dates, put spaces around them so they dontt get lost in the words on the screen. You can place them in bold as well, or even consider including important dates or deadlines for reply in the subject field.
While you can be friendly, you should get to the point as soon as possible. Begin with a greeting and end with a salutation.
SENDING EMAIL
When sending email, make sure you include everyone on the project but at all costs avoid sending ccdd copies to people who do not require them. People will quickly start to identify the source of irrelevant emails and may overlook correspondence that is important to them. This way, team members feel informed but do not get overloaded with useless information. When sending attachments, make sure they work before attaching them.
The best times to send an important email is in the morning. This is when most people are at their desks to receive it. You can also send an email in the evening so you know it will be read in the morning. Sending email in the afternoon may not be read until the next day.
Email is a wonderful way to communicate with those in the office, those who are traveling, or working from home. Be conscious of how you word email so everyone has a clear understanding of what you are trying to say, and send the kinds of emails you would like to receive yourself. Developing an effective email culture can save huge amounts of your teamss time.
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Source by Tim Milllett
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