The importance of email in the modern workplace cannot be overstated. Research shows that the average professional in the US spends 25% of their employed time reading, sorting, and writing emails. The sheer amount of time we spend on this medium means two things: email etiquette is always relevant, yet most people lazily make a myriad of crucial mistakes that harm productivity and their own credibility.
10 Detrimental Email Mistakes
In order to improve your communication and always project credibility and competence, watch out for these ten, common email etiquette mistakes.
1. Failing to Clarify: The internet has turned us into a generation of skimmers. People no longer read every word (you’re skimming now, aren’t you?). So state things at least two different ways to make sure they register it.
2. Unnecessary Wordiness: Speaking of skimming, it’s proper etiquette to keep emails brief. Your email probably isn’t the last one they need to read today, so keep it concise. If you have to type out more than a few paragraphs, pick up the phone.
3. Not hitting “Reply All:” This one is surprisingly common. If someone sends out a group email, and your reply pertains to the group, don’t forget to hit “reply all.” Otherwise, you’ve effectively killed the discussion.
4. Overusing “Reply All:” Just as common and just as frustrating as not hitting “reply all” is hitting it too much. After a few back-and-forths, chances are, some of the group are starting to ignore the emails, and you’re just clogging their inbox.
5. Overusing Exclamation Points: If you don’t want the receiver to think you’re yelling at them, save the exclamation points for sentences that require them. And only ever use one at a time.
6. Overusing Capital Letters: The same can be said for capital letters. It is almost never appropriate in a business email to use all caps for more than one word (for emphasis); otherwise, you’re yelling.
7. Sending Before Cooling Down: Ever been frustrated or angry when typing a professional email? It’s best to cool down and come back to it before you hit “send.” You will most likely want to tone it down.
8. Accidentally Sending Prematurely: All too often, someone accidentally clicks the send button before they’re finished with the email or before they’ve attached something. The simple solution is to wait until last to insert the email address in the To field.
9. Abbreviating: Emailing is not texting. Sending an email to a client or co-worker is not the same as sending a text message to your pal. Don’t type “ppl” instead of “people” or “TTYL” instead of, well…”Best regards.”
10. Sending Before Proofing: If it was important enough to type, it is important enough to proof. You may not notice your typos, but the recipient will. And it may detract from your credibility. If you wish to be perceived as a competent and serious professional, strive for quality even in the emails you send and the words you type.
Avoid these common email mistakes. Following proper email etiquette will improve your daily communication, resulting in long-term benefits for your personal image and your effectiveness in your professional relationships.
Please take a moment and share this with your colleagues to promote better workplace etiquette and proper communication practices!
