Monday, July 28, 2014

Email; You Sent What?!

The problem with today’s 24/7 social media culture is our innate need to respond to emails all of the time and no matter what time of the day it is. Thus, it become second nature to ignore double checking response tone and facts. We are so focused on responding right away that we often fail to ensure we are properly responding.

I had to think about the email issue as I started to write today’s blog. You see, I’ve always been big on not responding to emails ASAP and having designated times to check emails. So, if you want to make sure you are sending proper emails then follow my four tips below!

1. Wait at least an hour to respond to any angry or upset email. Don’t respond right away. When you do respond, make sure you save it as a draft before hitting “send” and wait two more hours. Next, read the email out loud before hitting “send” to ensure you are still remaining professional, not overly aggressive, in the email.

2. Never write an email using slang or terms of endearment. First, they are liable statements and second, these types of emails will make you sound unprofessional.

3. Never disclose company secrets in an email or speak poorly of your boss or co-workers in an email. Remember, this sounds obvious but it happens daily. Stay positive or don’t say anything at all via email. It can come back and bite you in the unmentionable!

4. Keep it under 300 words. If your email is going to be longer than 300 words then it is time for a face-to-face coffee meeting (or full blown meeting) with the intended recipient.

Remember, it is easy to send an email and receive an email. However, it is trickier to respond properly to an email without having any regrets or making yourself look foolish.

Until next time,

Twyla N. Garrett

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