Multiple IT gadgets and multitasking may give instant access, however, if not used prudently, they could backfire. Grammar and spelling, meanings and even complete intentions can be tarnished or even vanish with one thoughtless choice or inadvertent keystroke. Email presents another opportunity to make others feel valued and special versus just another perfunctory task.
All communication — form and substance — is, however subliminally, judged by others. Communicating electronically is more than just being "out there," it requires forethought and discipline.
Treat an email like a letter; use a salutation and a sign-off. Emails should be well-constructed and properly formatted to project a professional image.
Top Tips:
1. Use honorifics (Dr., Ms., Professor) unless/until invited otherwise. Even if they sign off using only their first name, ask, "How do you prefer to be addressed?"
Note: Women in business are always "Ms." (pronounced Mzzz!)
2. When they write short and concisely, respond in kind. If they greet and close using "Dear" and "Warmly yours," your reply email should be "Dear" and "Warmly yours." If they use contractions, you use contractions. Use words they use. If they say "Hi," you reply using "Hi" even though "Hello" is more professional. ... Yes, there is a difference. When they say, "2pm," your reply will replicate 2pm versus 2:00 P.M. Your goal is to connect versus being correct.
3. Use a cordial greeting, i.e., "I hope this note finds you well"… unless your intention is to be direct.
4. Subject line should be consistent with content.
5. When referencing another, copy them in the email.
6. Use mark "Urgent!" feature selectively.
7. Personalize the email, i.e. "Congratulations to the (name) graduate! "
8. Respond in a timely manner (e.g. within 24 hours of receipt.) Should information be requested ask "BY WHEN would you like this?"
After three back-and-forth emails, if the subject matter still remains in volley, pick up the telephone.
CAPITAL LETTERS IMPLY SHOUTING; use selectively. Consider italics, bold or underlining instead.
Brevity still rules.
Judith Bowman is an author and president of her own consulting company.
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