Well, you must acknowledge that Email has long been a fundamental tool or element for business communications. Business owners, as well as employees, must improve email communication at work to make the functions professional and interactive.
According to the 2013 survey done by Sendmail, Inc., the email has caused a dilemma, tension, or other negative consequences for 64% of working professionals.
Therefore, you can’t ignore the emails during a working scenario. In this article, you will get the best information regarding the benefits of email communication as well as the ways to improve email communication at work so that you can make the communication more professional and healthier.
The employees within an organization can interact with the help of emails. You need to have a glimpse at strategies given in this article so that you can use them to ensure that your use of email is clear, effective, and successful.
Effective e-mail is crucial for the employees and interns because it makes their image before their seniors and professionals. So, let’s acknowledge and understand all the email writing skills and should work on enhancing them for betterment. Read the article thoroughly to understand every point to improve e-mail communication at work.
Improve Email Communication at Work
Well, the first question coming to your mind must be: why is email important? E-mail is significant because you can communicate and interact through it professionally, you can put your points before the professionals and seniors of your organization, you can make your mark in their minds, and you can ask any query. You must be polite and formal while writing an email.
Also, you should use an active voice along with making precise and concrete sentences. You must get the ideas that the average office employee receives approximately 80 emails each day.
This has been said by a survey. You can overlook the individual messages to the employees by acknowledging the volume of emails. Now, the point arises that how can you make your email get noticed by the professional.
If you want to make it happen, follow these simple rules by which your email will not only get noticed but also get acted upon.
#. You should not over-communicate by email.
#. You must build good use of subject lines.
#. You should work on keeping the messages clear and brief.
#. Be polite and precise.
#. Check your tone.
If you will work on these points, you can make your email perfect to send to any professional or organization and can expect to get noticed.
Avoid Over Communicating by Email
The employees in a professional environment get a large volume of emails each day. So, you have to think about the importance or need of an email before writing and sending it.
You must be precise while writing the email so that the reader must not find it bulky to understand and read. Also, don’t write personal information in the email. Over Communicating can result in misleading as well. Therefore, concreteness and precision are required.
Usage of Subject Lines
The headlines have two major functions. The first one is that it catches the attention of the readers and the second is that it depicts the summary of the overall content so that the reader can decide whether to read it or not.
A blank email without a subject line is likely to get considered spam. You have to choose good words to make the subject line of your email. A well-written subject line attracts the attention of the reader which makes your content noticeable and effective.
Plus, you can also use time and date in the subject line if it is depicting the summary of your content with precision. Have a look at the examples given below:
Subject: PASS Process Meeting – 10 a.m. February 25, 2014
Also, if you have a short message to convey, you can use EOM to show that the reader is not required to go deep into the content because the message is being conveyed in the subject line itself. The example is: Subject: Could you please send the February sales report? Thanks! EOM.
Brief and Clear
The email must be clear and brief which means it should not include a long story. It should have active sentences with concrete points. The body of your email must be informative, concise, and direct. This is important because the professionals don’t have much time to spend on reading one email because they have to reciprocate to multiple ones. They will consider your mail if it is short and crisp. Let’s have a look at an example to understand it better.
Subject: Revisions For Sales Report
Thanks for sending that report last week. I read it yesterday, and I feel that Chapter 2 needs more specific information about our sales figures. I also felt that the tone could be more formal.
Also, I wanted to let you know that I’ve scheduled a meeting with the PR department for this Friday regarding the new ad campaign. It’s at 11:00 a.m. and will be in the small conference room.
Please let me know if you can make that time.
Subject: Revisions For Sales Report
Thanks for sending that report last week. I read it yesterday, and I feel that Chapter 2 needs more specific information about our sales figures.
I also felt that the tone could be more formal.
Could you amend it with these comments in mind?
Thanks for your hard work on this!
(Monica then follows this up with a separate email about the PR department meeting.)
Politeness and Tone
Well, the emails are professional and it shows your professionalism to the recipient. It also shows your values, and attention to detail, so a level of formality is needed in the email.
You should not use unnecessary slang, jargon, or inappropriate words in the email, rather use formal and polite words to show your behaviour and professionalism. The recipients can get attracted to the way of your writing and can consider the mail based on that. So, be polite.
The tone is another important thing to be considered while writing an email. When you meet someone, you need to make your facial expressions, body language, and tone good so that the other person feels interested to talk to you.
Similarly, you need to make the reader comfortable while reading your email. So, you must manage the tone properly. Let’s check it out with the help of an example.
I need your report by 5 p.m. today or I’ll miss my deadline.
Thanks for all your hard work on that report. Could you please get your version over to me by 5 p.m., so I don’t miss my deadline?
Thanks so much!
E-mail is an important section in a professional environment. If you are working on developing or improving your skills of e-mail communication at work, you need to have the information regarding all the benefits it includes along with expert guidance.
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