Email rules the business communications roost. It's fast, efficient, mobile and less intrusive than phoning. It's also rife with inane blather, embarrassing choices and other e-foolishness that makes senders look stupid. In the nanosecond of an erroneous or unthinking click, an email can cause embarrassing, albeit unintended problems for you and your business.
Emails can be unintelligible in today's cyberspace shorthand. Messages are sent "reply to all" when that's totally inappropriate. And while email recipients are forgiving about lapses in spelling or grammar in the interest of speed, excessive informality makes many emails hard to understand.
These tips can help:
1) Keep 'em short. What's the point of speed if your emails ramble on? Office email has a specific purpose -- spur action, communicate facts, get a response -- and the odds of achieving it vastly improve if it's short and easy to grasp.
2) Compose a dynamic subject line. Subject lines are the door openers of the email world. They save both you and recipients time, get your emails read and help separate your important messages from the masses. Describe what you need in the subject line; then expand on it (but don't repeat it) in the body of your message.
3) Check your spelling. Sure, spelling spaz-outs are widely tolerated, and your office mates don't care. But emails get forwarded to clients, prospects, employees and partners, so try to look smart, not sloppy. Built-in spell checkers are no brainers.
4) Think before you click. It's way too easy to blurt something via email without thinking about it first. Temper and tone more than matter -- they are absolutely vital. Recalling an email is possible, but unlikely, so craft what you say or forward carefully -- including the list of people you send it to. Email is not private.
5) Be courteous, businesslike and responsible. Make replies timely; use an automated "out of office response" when you are away. And don't mix personal email with business email.
