E-mail is a valuable communication tool. Where its extensively used in academic and business settings but it has introduced some new challenges. To help with these, here are 8 tips for effective email communication.
Meaningful subject line:
It is very important to give a subject line to your email but it is more important to use proper meaningful subject line. You are not the only one sending an email to the recipient. A clear and well-chosen sub-line helps the reader to decide the priority and importance of your email.
Simple terms and language:
Don’t use so many technical terms or long words. You can use complex sentences but make sure they are easy to understand. Use proper grammar and correct spelling. You should always use a spell checker before sending your message. Never use all capital letters as it would be considered shouting.
Be precise and clear:
Let the recipient know what the email is about in the first sentence. If any action is required by recipient then specify it clearly in actions list so that they will act on it quickly.
Respond according to urgency:
Failing to respond in a timely manner is not only frustrating; it can also be costly if somebody misses an important deadline or a vital piece of information. Identify the most important emails and respond to them first.
Use proper signature:
In your signature, include appropriate URLs for your website, blog, portfolio or product. Make sure the links are functional so that they can read more about you in one-click.
Proof read before sending:
Don’t send your email immediately after writing it. Take some time and proof read your email. If unsure, then you can also get someone else to read it once for you.
Decide carefully who should be CC-ed on email:
Although you may be sending an email as part of group mailing, you should not feel the need to hit “Reply All” always. Sometimes a response to the sender is enough and it helps minimise chaos for others and reduces the inbox volume for them.
Choice of words:
Your choice of words, sentence length, punctuation, and capitalization can easily be misinterpreted without visual and auditory signs. We can’t tell when people have misunderstood our messages. To avoid this, find a less ambiguous way to phrase your words.
At the end, remember that your emails are a reflection of your professionalism, values, and attention to detail. Try to imagine how others might interpret the tone of your message. Be polite, and always proofread what you have written before you click “send.”