The Rules Of Effective And Efficient Email Communication
In order to experience an effective and efficient email communication, they are a few tips that we can follow.
The first tip is to make sure to be exact and clear on the message you want to sent. Reader can understand it quickly thus saving time. Email communication works best if you can clearly highlight or state what you want to say in a more accurate way.
The next tip is sender must always reread the message they sent and check for any grammatical error. Since many people tend to use the spell check after they have written an email, common error usually happens therefore we should make re-reading messages a crucial procedure before sending it. Besides that, always copy main points from a previous email into the new email that is going to be sent to the recipient. It is very important to do so as the recipient may get hundreds of emails a week, plenty face-to-face meetings and tons of phone calls, it can be dangerous to assume that the recipient will remember the previous communication.
Not only that, it is a must use a specific topic line. Nowadays, there have been many of the level of spam and anti-spam software, you cannot risk getting your message not being delivered to the recipient because of a poor wordly subject line.
Next crucial tip is to always remember that once your message is sent, it will be very hard to recall it back. Even though there are techniques for recalling information, it's not trusthworthy. A few second error in judgment could ruin someone’s career because they sent the wrong message to the wrong recipient. Another tip to follow is to always practice the 24 hour rule when you are emotionally unstable. If you are writing an email when you are angry, do wait for a few moment before sending it. You will be glad that you had waited a while to ease the attitude before doing anything regretful.
The next tip to follow is shortcuts and abbreviations in emails must be avoided. Certain abbreviation might actually need a CIA decoder image to understand it since it is complex to understand. Whether your client is external or internal, it is not advisable to use these hard shortcuts and misspellings in any corporate environment.
The last important tip is to not forward any kinds of viral messages. As you know computer viruses can come in various form and some do contain destructive codes that could possibly ruin your data in the computer system and the recipient’s computer. Avoid forwarding it to your friends or other recipient even if you are curious to check it if it is true, it is best to just ignore the messages. Common sense can keep the business email correspondence more efficient and effective every day.
