Some rules of emailing, yes, we’re still making the same mistakes.
How often do you receive and email and have objected to the contents? The objection may be mild, it may be significant or it may be something in between? Too many times
How many of us have written one straight back, assuming our interpretation is correct, and damaged that relationship? Too many of us.
They say that the art of letter writing is being lost due to the convenience and speed of texting, emailing and the like. Speed and convenience is a strong incentive to use these modes of communicating, however, make it too fast and it can be dangerous to your business.
- ‘Hearing’ a tone of voice that changes the interpretation
- Making a sarcastic comment that is either inappropriate or taken literally
- Sending something which no-one has proof-read; which is poorly spelt and constructed
- Only answering one question and ignoring the other three
- Assuming familiarity and making it too informal for the contact
Some simple rules which should overcome these dangers and pitfalls:
- If it reads as though it was written with attitude, leave it and come back later. Try and read it with a smile on your face, it can sound so different! THEN respond accordingly.
- PROOF READ everything. Poor spelling, grammar, or punctuation can suggest you are not thorough or professional.
- Avoid humour, particularly sarcasm. If you want to include levity, an exclamation mark could help to signpost this.
- Read everything received more than once and you will find other things which need a response.
- Read everything before you send it, to avoid these classic blunders, and others.
- Why not pick up the ‘phone?! It is more efficient and effective; you can cover more points in less time; you can build better business relationships. Then summarise and confirm by email. This is far more effective and professional than a rushed email or text.
Avoid the traps of fast texting or emailing and build professional relationships; use the ‘phone, or, even better, meet them face to face.