We spend a lot of our free time in social media sites, and these sites allow us to casually chat with our families and friends. However, when it is time for work, some people tend to apply their casual and informal communication practice to their work.
Email is one of the main communication platforms used in almost all offices, and since we are so used to casual chatting, we may forget that we could be coming across as an unprofessional if we communicate so informally. To avoid this, here are some things to remember.
1.) Do not use all-caps and multiple exclamation marks.
This is not being cute. This means that you are yelling, mad, or just being rude to your colleague. Also, try to mind your manners. Say thanks and please when appropriate.
2.) Choose your words carefully.
Do not be too casual and informal. Write your email as if you are writing a proper mail to your recipient. Avoid using emoticons, and abbreviations like LOL, LMAO, etc. Choose your words carefully, emails are stored and can be pulled up easily in cases of conflict other problems. Make sure that whatever you put in your email, you will never regret.
3.) Be patient with email responses.
Most people are overwhelmed with their emails, so expect that you will not get instant replies. Do not keep on sending follow-up emails every hour. If you need something right away, picking up the phone or walking down to your co-employee’s cubicle or office would be more appropriate.
4.) Mark ‘Urgent’ only emails that are actually urgent.
Do not make it a habit to flag all your outgoing emails with “high priority”, even if they are not. This should only be used for emails that need urgent attention, because they can be annoying and misleading.
5.) Avoid replying to all if unnecessary.
If your boss sends an email announcement to the entire company, you do not have to reply to all just to ask a question or give feedback. Make sure you only send your massage to the appropriate person involved.
Tags: work email blunders, work email etiquette, work email practices