Most of us have to interact with other people in the workplace whether it's co-workers, customers, or both. And that means we have to communicate — we can't escape it.
The most popular form of written communication in most workplaces is email. Email has been around for a long time, and it isn't going away anytime soon. We've all used it for years, so it's easy to treat it lightly. I'm here to discourage you from treating it too lightly.
Much of your personal reputation in the workplace depends on your communication skills. The way you communicate with other people sends them messages about your personal character, intelligence and trustworthiness.
So even though you've probably heard these five hints before, it's probably time for a quick review.
1. Respond promptly
Ever emailed a request to someone and got a response three or four days later? Or three or four days after you needed their response?
Arrgh!
Don't be a late responder. It can make you appear lazy or that you don't respect the person who emailed you — and that's especially bad.
If you're buried under a workload and can't handle another request, take a minute to send a reply at least by the end of the same day. Briefly state your workload situation and that you'll get to the request as soon as possible.
Acknowledging an email in a prompt manner shows you value the other person. People who feel valued are more likely to show you grace with handling their requests.
2. Set a courteous tone
When you talk to someone in person, you're reading body language signals and hearing the tone of voice. Not so with written communication.
For your emails, you want to set a consistent courteous tone that is pleasant but not overly casual. You'll get a good chance to practice this tip (and your self-control) when you get an email with some agitation directed toward you. And remember that with difficult emails, sometimes it may be better to address the subject in person rather than through email.
Also, be careful with humor. Not everyone may have your sense of humor or appreciate it. Just one email sent with a joke or sarcasm that a recipient finds offensive can ruin your reputation, or even your career.
3. Mind your subject line ...
The subject lines of your emails provide an excellent opportunity for you to let your recipients know why you're emailing them. Don't miss this opportunity.
A relevant and obvious subject line can help your recipients prioritize your email among a large list of others. That's a courtesy you can show them, and courtesy is a part of good communication.
4. ... And your salutation
Warm salutations can go a long way toward building positive relationships with other people. This goes both for intimate and business relationships.
Just like an informative subject line, a salutation is a courtesy. Take the time to do it. It's worth it.
5. ... And your spelling and punctuation
You might send many emails every day, but every single one of them is a reflection of your communication skills and your professionalism.
Once you click send, there's no going back. So, proofread your emails and use the spell check feature. It takes a few extra seconds, and it can prevent confusion for your email recipients.
You can't go wrong by following these tips. Invest in your reputation, and make polished email communication a priority. It will be well worth your efforts.
