In a world of multi-layered communications, Email is still king at work. With over 300 billion emails exchanged daily, the chances are you’re typing before your first morning coffee break. But how often do you hit “send” without a second thought, only to wish you could recall your email five seconds later? We’ve all been there, and bad emails are like spilled toothpaste. You can’t put it back in the tube once it is out. People don’t want to interact with robots, especially not in their inbox. Your emails should sound like they’re from a real person, not a robot.
I’ve created some brief tips to ensure that your emails are slick, smart, stress-free and hit the target every time, giving you peace of mind while building and maintaining great workplace relationships.
1. Be Human. Be Polite. Today’s businesses are all about customer-first, which means being thoughtful in how you communicate with customers, both internal and external to your business. A warm greeting or a quick “Hope you had a great weekend” can go a long way. You might think that this is cheesy, but it’s not about being decent and showing the recipient that you cared enough to write a little extra, and often, these small gestures make people want to work with you.
2. Think It. Then Send It. Before you type, pause and ask:
What’s the goal here?
Will this get the job done?
Am I building trust or burning bridges?
A clear head equals clear writing. If you’re flustered or tired, walk away and come back later. You will thank yourself afterwards.
3. Personalise or Get Ignored. Emails with personalised subject lines are 50% more likely to be opened. Even in non-marketing emails, a subject line like “Quick Q about Tuesday’s call” beats “RE: Last Week.” Also, skip the “Dear all” unless it is necessary; this approach is cold and forgettable. ‘Dear all’ is not a means to make people feel valued.
4. Skip the Temptation for Drama. Avoid using CAPS LOCK, bold red, and passive-aggressive phrasing like “As previously mentioned…” just makes you sound angry. Keep it professional, not petty.
5. Short & Sweet Vs Long & Lost. Nobody wants to read a novel. Include what matters at the top and keep fluffy language to a minimum. Edit with purpose, use hyperlinks instead of pasting a full script. If you’re not getting replies, it might be because they didn’t even see your call to action.
6. Use Grammarly. Install it, use it, trust it (mostly). It catches what spellcheck doesn’t. I like to ask Word to read my email out loud, it’s a handy way of finding awkward phrasing fast. I do this for important messages.
7. Out of Office? Don’t make it Seem Like you are Missing in Action! First of all, if you are planning to be out of the office, take the time to create an OOO automatic message. Out-of-office messages should not be vague or repeatable templates. Let people know when you’re leaving, and when you are due back. Spellcheck it, and include the name of an internal contact for emergencies. A few seconds of effort will save days of confusion.
8. Don’t let Emails Get Heated, Organise a Call Instead. If an email thread starts spiralling or CCs are piling up, don’t keep typing, pick up the phone or jump on a Zoom/Teams call. Email is not a battlefield; aim to talk it out and focus on resolving issues faster, and then you can move on.
Want to level up your workplace communications? Check out www.newlinkstraining.com or drop me a (friendly) email or you can call me directly at 086 3897409.
Janet Tumulty
