We’ve all done it. Hit send and immediately regretted it. You forgot the attachment (again). This is actually harder to do since Outlook now reads my messages, notices keywords, and puts up a dialogue box asking if I meant to include an attachment. It’s a great (but creepy) update. Or you realize you hit Reply All and should have just hit Reply because now 15 people know you think Janet’s work is sub par. Including Janet. Before you hit Send, take a millisecond to think about these five things:
WLS (Write, Leave, Send)
When I write an instructive email, especially if it’s in response to a frustrating situation, I compose a draft. I remove the recipients’ names and addresses if it’s a reply, and I write whatever I want. Then I minimize it and do something else for at least five minutes. When I go back to it, I edit it down to just the facts. Then leave it for another five minutes. I read over it one more time before adding the addresses and sending. The email ends up to the point and lacks any emotion I may have had ten minutes prior.
Is This Really a Phone Call?
I’d rather send an email than make a phone call any day of the week. But sometimes communication through email just can’t be clear enough and a conversation is necessary. If you’ve written three paragraphs and still haven’t gotten to your main point, pick up the phone. Particularly if you are writing to your client. Particularly if the topic is sensitive. You may even need to FaceTime/Skype the client so she can see your non-verbals.
Assume Your Message Will be Interpreted Negatively
After writing your message, read it out loud to yourself. Is there any possible way in the world it can be interpreted as sarcastic or offensive? Sometimes when we try to be cute or funny, we fail. Epically. And it comes off as negative. If you’ve known your recipient for less than two years, or if it’s a client, it is safer to keep email more professional than personal. And for Heaven’s sake, skip the emojis. They are not meant for professional email correspondence. Save the red heart eyes for your mom.
One Long or a Few Short?
I’ve found that when I have more than three questions, I need to send multiple emails. If I put more than three questions in a message, inevitably one question remains unanswered and I end up rephrasing it and asking again – sending an additional message anyway. It’s also more gratifying to unflag multiple replies. I enjoy checking things off my task list. I’m a nerd that way.
Short and Sweet
Good email communication is brief and positive. Thomas Jefferson said, “The most valuable of all talents is that of never using two words when one will do.” My Grammy said, “If you can’t say something nice, don’t say anything.” Both are good pieces of advice for composing email.
Bottom line: Communication on a difficult subject should probably not be done through email. And whatever you do, check and double check your To: list before sending. For your sake as well as Janet’s.
Do you have any email tips for me? Share them here: