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1 – Remember that people only have your words, phrases and punctuation to try to understand and ‘feel’ your meaning, so choose them carefully. Be concise and not too emotional. Stick to the point of the correspondence.
2 – Do not use CAPITALS as it looks like you are SHOUTING.
3 – Do not write emails that are too long, as email predominantly is used for quick communication, especially in North America.
4 – Use the Subject line wisely, so people can understand exactly what the email is regarding. In sales (and spam mail), asking an intriguing question in the subject line is a common technique.
5 – When finished, review your email and ask yourself if the tone of your email sounds personal or professional, and does this match your intention, and the intended recipients’ expectations?
6 – ‘Emoticons’ cannot be used in professional communications, unfortunately.
7 – Remember the permanency of your emails. Before you click ‘send’ ask yourself “Am I comfortable with this email being seen by the CEO of this company, if it ever were?” Edit what does not sound clear or professional. Emails are forever.
8 – Remember to always use face to face or even telephone communications instead of emails, whenever possible, to increase the chance of being clearly understood. Remember that only 7% of our communication is done on a verbal level.
9 – Remember to reply promptly, even when you are busy. Try not to put off replying to people for too long, as some people are sensitive and feel they are being ignored and will feel resentment, or start bombarding your inbox or voicemail. I understand a busy person gets a ton of emails a day and you must prioritize. However if you are taking the time to read or skim an email, you can take an extra 30 seconds to respond at that moment, even just to say “thanks” or “ok” or “will be in touch soon” or “great, thanks”. Etc.
10 – Have a goal when checking email. Some people open up their inboxes and then start to read some, respond to others, review old ones, etc. Then they look up at the clock and realize they have been ‘checking’ email for an hour. Too much productivity is lost. Try to have a priority list, a goal, a time limit etc. set up before you open your inbox.
One of the best compliments related to networking that I ever received was when a highly respected chief executive introduced me to speak as “The Networkers' Networker.” Networking is a very powerful marketing tool...
This week I was working with another coach on a
presentation by phone. She wanted to see the description I had written of
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Ric Phillips
(Visit Ric's Website)
Ric Phillips is a Communication Coach and
Trainer. His company, 3V Communications,
specializes in training individuals and
teams in interpersonal and professional
communication skills by synchronizing your
Verbal, Vocal & Visual communications.
For more information on how you can
communicate with confidence and clarity,
please visit
www.CommunicationCoach.ca. Invest in
your success!
Communication Coach - My company, 3V Communications, focuses on interpersonal skill development, professional communications and personal growth. On this blog I will post newsletters, tips for communication, notices of upcoming workshops, and thoughts and resources relevant to the world of communication.
Ric Phillips Video - Do you ever wonder why 90% of New Year's resolutions fail? This is a short interview with Ric Phillips on CBC discussing this and also giving some advice on setting goals.
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