Well as you’ll soon read, I really don’t care for email much. I don’t even know where to start. I feel I could write an entire book just on the subject of how to and how NOT to use email effectively in business. It really scares me sometimes how so many people just naturally hide behind email and write unknowingly harsh messages to their peers and supervisors and never pay enough attention to even recognize the damage that they do. OK, that’s out!

There are so many bad things about email, I’m only going to focus on one for now (and yup, I’m sure you see future rants on this topic), which is simply the emotion of email or lack there of. Most people simply can’t write what they really mean first time. Even great authors take re-write after re-write to get there precise point across. Yet, look at all the emotional emails flying around offices in response to nearly anything because the person is more comfortable behind there computer desk than face to face with another human being! Well guess what? There is a another human being reading it at the other end. People’s words get misinterpreted, read in a variety of different moods on the receiving end, you can’t back peddle out of an email, once sent that is it! And worst of all, you simply can’t see the reaction of the other person while delivering your message!

So, I could go on all day, but here are some of my simple tips to help you use (and NOT use) email messages more effectively:

  • If you’re mad, don’t send any emails.
  • If you have a strong opinion on the matter, don’t send any emails. At least reread it several time before hitting that send button!
  • Don’t give feedback or important appreciation in email, do it in person.
  • Do send simply thank you messages BUT definitely include specifically what you’re thanking them for. “Thanks” is NOT a message!
  • Don’t assign tasks or expect commitment using email. It doesn’t work. There IS NO committment.
  • Do email out status updates or informative messages.
  • Don’t send out status updates or informative messages trying to portray intense emotion!
  • Do spell check your message AND reread it.
  • Don’t send an email that is such high priority that you MUST immediately follow up in person or on the phone. Just skip the email.
  • Don’t send LONG messages OR big attachments AND expect it to be read. It won’t be. Keep it short!
  • Don’t include smileys, gif animations, avatars, advertisements, banners, mood statements, famous quotes, or anything else related to completely wasting your readers time.

Now available: Rules of Email. Part 2 of x. Email is not that important!

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