TGIF! Even though it was a short week, we are still anticipating Friday and the weekend in general. With the end of the work week and the weather getting warmer because summer is fastly approaching, it is easy to get distracted and lose track of what needs to be accomplished in the workplace.
Recent studies have proven that daydreaming can actually cause us to be more creative! Some even encourage daydreaming throughout the work day, however, it is important to keep focused on the task at hand — your effective email communication. If you are constantly daydreaming about the weekend or the warm weather it is likely that a few errors and miscommunications will appear in your emails.
Below are some helpful tips for effective email communicationthat are sure to lead to success even on the warmest of days.
On Friday’s we tend to talk about upcoming events occurring over the next couple days. Maybe you are having a barbeque, maybe you are hosting a movie night, whatever the case it is on your mind and it is distracting you.
Don’t let that influence your effective email communication. Before creating your email, always ask yourself “is this really needed?” Keep your email short and to the point. It is likely that the recipient of your email goes through an extensive amount of emails on a daily basis — odds are that they have Friday brain too. By stating the direct purpose of your email in a few short sentences will increase the chances of you getting the response you are looking for.
Over communicating can occur easily. If you include more than one topic or are seeking to have more of a back and forth discussion you should consider some other options. Alternatives can include having the discussion over the phone or talking via instant message. You may even choose to have your conversation via Ving! Either way, if you have a more complex message for your recipient — to get the answer you’re looking for — choose another method than email.
Subject lines are equivalent to newspaper headlines. Their purpose is to capture the recipient's attention. You subject line can be written a few ways. Think about the subject lines of emails you receive, which ones draws your attention and prompt you to open the message?
One way to write a subject line is by including the main point you are trying to get across to the recipient. Be as specific as you can, if the message is time sensitive, it is acceptable to include the date or deadline date. An example of this would be “Meeting on 3-15-15 regarding OSHA at 6pm.”
If the email has a different focus be sure to be creative with the subject line. Adding a personal touch is encouraged! If your recipient has a countdown to the end of their shift on a Friday, the creative subject line with catch their attention and make sure that your message is heard before the 5 o’clock bell rings.
A huge disadvantage of regular email is that you don’t have access to face-to-face interaction to view body language, hear tone of voice, and see facial expressions. This is why checking your tone is important for effective email communication.
Think to yourself how would you want an email you receive to sound, you would want the respect that you deserve.
If you are sending a message to someone for the first time, keep a formal introduction. Sounding professional in an email is just as important as the attire you wear to an interview. If you are daydreaming in your office it can be easy to slide into a more informal outfit. Always proofread your email to ensure that you have chosen the rights words, punctuation, and grammar. Any of these mistakes can cause a weekend of misunderstood and frustrated communication.
While the music turned up and the excitement of the weekend knocking on the door, know that more than likely you are not the only one who is distracted. Staying focused on the tips listed above, you can help ensure to grab the recipient’s attention and get the response you are in search of. Now that you are familiar with the tips for effective email communication, it’s time to write your emails with confidence! Good luck!
