When you are e-mailing the same message to several people, list their names in alphabetical order. This prevents (or provides a simple explanation) for those sad: “Why was he above me” reactions from the insecure amongst us! However, where you are emailing to a group of people where one is obviously the “most important” e.g. managing director and a management team then it can be useful to list this individual first. This might also be an occasion to use the “cc” format for the remainder of the recipients Generally, cover only one topic per email. Otherwise, you’ll simply confuse (and perhaps annoy) the person you’re communicating with
Avoid “instant” answers - there can be a danger of replying and then thinking. Email can appear more like a conversation than written communication. And how often have you had: “Wish I hadn’t said that” moments when speaking to someone?
So, take the time to both carefully read and always edit before pressing the un-take-back-able “send” key It can even be a good idea to deliberately write your emails offline and then post them later to give yourself time to catch errors, muse on the content etc. Remember, the tortoise beat the hare – so speed isn’t everything Refer to the original message with your response - or simply return it with your answer. But, avoid sending the whole of that original back when replying – it’s much better to post key points individually and then offer your response to each. If it’s possible with the system your organisation uses, this can even be a time to use a coloured text for the original (reflex blue is the most readable colour) and then respond in standard black Remind the Recipient of the action you need from them both throughout and at the end of your e-mail – and make it as easy as possible for them to comply Be careful of security. E-mail is not as confidential as the post. So, be careful what you send. If you start from the premise that this message might end up in the public domain, then you are likely to work to the necessary standard of care DON’T TYPE COMPLETELY IN UPPER CASE – SUB-CONSCIOUSLY, THIS IS THE SAME AS SHOUTING AT SOMEONE! AND, IT LOOKS TERRIBLE & UNPROFESSIONAL Limit your line length to around 65 characters. Otherwise, some “receiving” programmes will text-wrap in the wrong places and your message will lose much of its sense. I’m sure you’ll have received emails with an arrow at the start of each line and little sense to the message If you are forwarding a message, then add a pertinent opening line letting people know your reasons for doing so. In business terms, this should offer a benefit to them. For example, this could be useful to pass a news item or piece of relevant information to a Customer e.g. “Thought this information might be of value when considering your new…”
(Even more tips in part three)
Email Communication Tips - Part Two - To learn more about this author, visit Gordon Veniard's Website.
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