Email Communication Tips - Part Two
Email Communication Tips - Part Two
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.
Like this article? Share it with your friends
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.
Like this article? Share it with your friends
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George LudwigGeorge Ludwig is a recognized authority on sales strategy and peak performance psychology. An international speaker, trainer, and corporate consultant, he helps clients like Johnson & Johnson, Abbott Laboratories, Northwestern Mutual, CIGNA, and numerous others improve sales force effectiveness and performance. Though it's George's strategies and processes that help corporations increase productivity and performance, it's his tremendous energy and dynamism that spark the transformation. Again and again, clients remark on his amazing ability to unleash human capacity and inspire men and women to break out of their comfort zones. The result is a whole new type of salesperson. His customized presentations teach achievers to make stunning advances in their lives. From helping salespeople realize cherished dreams to helping corporations exponentially accelerate revenue streams, George Ludwig leaves audiences and individuals empowered, emboldened, and clamoring for more. George is the best-selling author of Power Selling: Seven Strategies for Cracking the Sales Code and Wise Moves: 60 Quick Tips to Improve Your Position in Life & Business. - Visit George Ludwig's Website |
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 Gordon Veniard (Visit Gordon's Website) GORDON VENIARD thanks you for your interest in these articles He has been delivering training events - and creating and providing valuable development materials - for more than 20 years Gordon covers a wide range of business communication, promotion, sales, negotiation, customer service, leadership and management subjects. He has worked with major companies and organisations; spoken at many conferences and seminars - always adding good humor to valuable advice To find out more, Gordon would be pleased if you would take a moment to visit his new website: www.thevenwor ks.com. You can register for his free business tips newsletter; and download some valuable freebies (including a copyable, free-to-use "to-do" list) If you have any queries or questions you would like Gordon to answer, please email: gordo n@thevenworks.com Thanks again - please enjoy - and feel free to share - any of these articles which are of use to you and your colleagues
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