The ease and speed of email communications is both beneficial in terms of efficiency and offers a great opportunity to stay in touch with very little effort, you can use email tool to increase your visibility and impress others with your efficiency,
The coronavirus pandemic is bad news. It has shut down a significant portion of the world’s economy and killed far too many people. If, however, you’re willing to hunt for a silver lining, the shutdowns and social distancing could be an opportunity for some brick-and-mortar companies finally to get online.
Emailing has been a reliable mode of communication for organizations since its creation in the 1970s. With many ones, managers and employees are using email more than ever to organize tasks and monitor progress.
To fully utilize the capabilities of this powerful communication medium, workplaces must realize the context of every email they send.
Understand the universal tenets of email etiquette in order to send an effective email that is clear, actionable, and polite.
If you’re a part of one of the several workplaces that has gone virtual over the past few weeks, your email inbox is likely out of control. With face-to-face interaction limited and technological adaptation slow, email has become the primary source of communication.
Email is great for many reasons.
Employees typically feel more comfortable emailing someone in upper management than they would calling that person or knocking on a manager’s door for a conversation. email also makes it easier to share information, whether it’s between team members, within a single department, or to every staff member in a global company. With email, it’s easier to keep people in the know and harder for people to claim that they “didn’t get the word.”
With all its advantages, one might come to believe that email is the greatest thing in organizational communication since the ballpoint pen.
One of the advantages of written communication lies in the writer’s ability to spend the necessary time crafting a message that says what he or she really intends to say—through drafting, editing, and proofreading. It enables the writer to translate thoughts into a clear, precise, and readable message that addresses all of the issues, contains the correct tone, and elicits the desired information or response from the recipient.
Email communications vary greatly from in-person communications. You must know a few things about your intended recipient/recipients before sending.
Know the recipient’s communication preference. Some people still prefer other forms of communication over email, often because the sheer number of emails (many of which are company wide or information-only messages) causes specific messages to get lost in the crowd. Some people prefer calls, while other people prefer texting or instant messaging. You will have a better chance of getting your message through if you know your receiver’s communication preferences.
Consider the reader’s disposition and perspective. Another tricky feature of written communication lies in the fact that the message is static once you send it. Unlike spoken messages, which you can quickly modify if you see the person getting annoyed or displeased, your written messages are vulnerable to the reader’s mood, existing perceptions, and attitudes toward the subject—and toward you. The more difficult or complex the message, the greater the opportunity for confusion, misinterpretation, or anger.
If you find yourself struggling with the choice of words and the phrases as you write the email, chances are you’re dealing with a message that would work better in another form. Choose another medium, preferably face-to-face, but at the very least consider making a telephone call so that you can explain yourself and the other person can ask questions or clarify.
Know that an email can produce unintended interpretations. Sometimes, perhaps because you sent the message off hurriedly or even because the receiver is not in the best of moods, an email you send can be interpreted in a way that’s entirely different from what you had in mind. In reply, the recipient may send a surly message or otherwise show his or her irritation. Your first reaction may be to fire back a real zinger to justify or defend yourself. However, the wise choice may be to nip that exchange in the bud by changing the medium immediately. Pick up the telephone or, if possible, go to that person’s office or cubicle and talk through the matter. Apologize for the misunderstanding, if necessary. The longer the tension festers, the bigger deal it will be. Catch it early, and both of you will forget it quickly.
DO keep your email messages short—no more than a full screen. A long message will fall into the “I’ll read it later” category, which often translates to “never.” If you need to communicate a long message, send it in hard copy or attach it to the email as a separate document. However, in the latter case, first make sure that your recipient has the software to open your attachment.
DO review before you send. Even if you don’t consider the email sensitive, review it a couple of times before you send it to make sure that your tone isn’t brusque or demanding. Often something as simple as putting the word “please” in front of a sentence will soften the tone. If after reviewing the email you’re still uncertain about how the reader may receive it, put it in the “Draft” folder for a while. When you go back to it later, you can look at it with a fresh eye and judge it more objectively. If you’re still not sure, consider having someone else look at it before you send it. You should exercise the same care when you are replying to a message. Also, along with reviewing your message for the appropriate tone, make sure that your reply answers all the questions or addresses the issues the sender raised.
DO respect each other’s privacy. Privacy is in short supply in a world of easily accessible information. Using electronic mail exposes you and your recipients to contacts they may not want. If you’re mailing to a list, use mail merge or send the email to yourself, with the mailing list as a blind carbon copy (bcc). That way none of the recipients will see each other’s email addresses. Also out of respect for other’s privacy, always ask permission before forwarding another person’s email. And never edit or change the original message. When you’re the original sender of a message, and you don’t mind having the receiver forward it, indicate your permission at the beginning of the message.
DO reply in a timely manner. One of the main attributes of email is its immediacy. People send emails because they generally expect a quick response. Respond to your emails, preferably within the same business day but certainly within twenty-four hours. If you can’t deal with the email’s content within that time, reply to the sender acknowledging that you received the message and stating when you will respond.
DON’T confuse informality with carelessness. As in any written communication, the errors can stay around to haunt you for a long time. While most people are more tolerant of the occasional typo in email messages, they will notice consistent violations of spelling, grammar, and structure, and their opinion of you will doubtless be influenced by it.
Use standard punctuation and capitalization.
Edit your emails carefully for grammar and spelling. (Don’t forget to use the spell check feature, but don’t rely on it completely.)
Remember that punctuation misuse can change the meaning of your sentence altogether.
Don’t use all caps or all lowercase in emails. Use of all caps gives the impression that the sender is shouting, and they’re harder to read.
DON’T use the “Reply to All” feature with reckless abandon. Unless everyone who got the original email really needs to see your reply, simply reply to the person who sent the email. This practice helps avoid needless clutter in everyone else’s inbox and the waste of time reading irrelevant messages.
DON’T reply to spam. Avoid becoming an appealing target to spammers by never responding to spam. Even when you send the “Remove me from the list” message, by opening and replying to spam you are confirming that you have a working email address, exactly what the spammers want to know. Simply delete spam or use a program that filters it automatically.
DON’T circulate emails with offensive or defamatory content. If you receive such emails, delete them immediately and politely ask the sender not to send anymore emails to you. Having those emails in your inbox could cause problems for both you and your organization, particularly if you work for a large company.
LEVERAGING EMAIL’S ADVANTAGES
Even though we all sometimes complain about how many emails we receive, email offers a great opportunity to stay in touch with very little effort. If you are alert to its pitfalls and take the necessary steps to avoid careless wording or thoughtless comments, as well as unnecessarily flooding others with information they don’t need, you can use this tool to increase your visibility and impress others with your efficiency, expertise, and ability to share information. Handled effectively, email remains today’s major way to remain current and in the communication loop.
Are you getting tired of the Covid-19 and its everyday news yet? We know you can't wait for everything to go back to normal, trust me, we all need the real 2020, not this one.
In the meantime, businesses are not slowing down, work is still ongoing in so many organisations and management are beginning to find a way around working remotely.
GetResponse has come up groundbreaking innovations such as;
Responsive Email Design – They were first in the industry to introduce a design interface that automatically formats every message to fit the screens of any mobile or desktop device and any operating system.
Landing Pages – And they added a slick, new design interface to their platform that turns out high-converting landing pages in minutes.
Forms – They also integrated forms with landing pages to funnel sign-ups into email campaigns automatically.
Webinars - Their latest innovation is a webinar platform, now an integrated component of their PRO service option — great for demos.
And more – They’ve produced innovations in video email marketing, smartphone apps, QR codes, A/B testing, inbox preview, email timing, global view, perfect timing, and custom fields.
Just as important, they constantly update the long-time favorites:
Autoresponders – GetResponse added sophisticated timing controls and action-triggered emails and then combined it with advanced segmentation for targeted campaigns with the look and feel of one-to-one communication.
Email Creator – Likewise, they reinvented the email design interface, giving users access to hundreds of professionally designed templates, a drag-and-drop editing interface, and point-and-click tools for campaign development.
Email Analytics – And they expanded email analytics to report autoresponder performance and social media sharing. They even dovetailed it with segmentation, so users can click to create segments for finer targeting.
If you’ve ever wanted to combine email, webinars, video email and landing pages to juice-up running of your business and the flow of your sales funnel, you owe it to yourself to check it out.
Click here Check it out, and you’ll discover it’s an all-inclusive platform need to work remotely from the comfort of your home during this Covid-19 and beyond.
The coronavirus pandemic is bad news. It has shut down a significant portion of the world’s economy and killed far too many people. If, however, you’re willing to hunt for a silver lining, the shutdowns and social distancing could be an opportunity for some brick-and-mortar companies finally to get online.
Emailing has been a reliable mode of communication for organizations since its creation in the 1970s. With many ones, managers and employees are using email more than ever to organize tasks and monitor progress.
To fully utilize the capabilities of this powerful communication medium, workplaces must realize the context of every email they send.
Understand the universal tenets of email etiquette in order to send an effective email that is clear, actionable, and polite.
If you’re a part of one of the several workplaces that has gone virtual over the past few weeks, your email inbox is likely out of control. With face-to-face interaction limited and technological adaptation slow, email has become the primary source of communication.
Email is great for many reasons.
Employees typically feel more comfortable emailing someone in upper management than they would calling that person or knocking on a manager’s door for a conversation. email also makes it easier to share information, whether it’s between team members, within a single department, or to every staff member in a global company. With email, it’s easier to keep people in the know and harder for people to claim that they “didn’t get the word.”
With all its advantages, one might come to believe that email is the greatest thing in organizational communication since the ballpoint pen.
One of the advantages of written communication lies in the writer’s ability to spend the necessary time crafting a message that says what he or she really intends to say—through drafting, editing, and proofreading. It enables the writer to translate thoughts into a clear, precise, and readable message that addresses all of the issues, contains the correct tone, and elicits the desired information or response from the recipient.
Email communications vary greatly from in-person communications. You must know a few things about your intended recipient/recipients before sending.
Know the recipient’s communication preference. Some people still prefer other forms of communication over email, often because the sheer number of emails (many of which are company wide or information-only messages) causes specific messages to get lost in the crowd. Some people prefer calls, while other people prefer texting or instant messaging. You will have a better chance of getting your message through if you know your receiver’s communication preferences.
Consider the reader’s disposition and perspective. Another tricky feature of written communication lies in the fact that the message is static once you send it. Unlike spoken messages, which you can quickly modify if you see the person getting annoyed or displeased, your written messages are vulnerable to the reader’s mood, existing perceptions, and attitudes toward the subject—and toward you. The more difficult or complex the message, the greater the opportunity for confusion, misinterpretation, or anger.
If you find yourself struggling with the choice of words and the phrases as you write the email, chances are you’re dealing with a message that would work better in another form. Choose another medium, preferably face-to-face, but at the very least consider making a telephone call so that you can explain yourself and the other person can ask questions or clarify.
Know that an email can produce unintended interpretations. Sometimes, perhaps because you sent the message off hurriedly or even because the receiver is not in the best of moods, an email you send can be interpreted in a way that’s entirely different from what you had in mind. In reply, the recipient may send a surly message or otherwise show his or her irritation. Your first reaction may be to fire back a real zinger to justify or defend yourself. However, the wise choice may be to nip that exchange in the bud by changing the medium immediately. Pick up the telephone or, if possible, go to that person’s office or cubicle and talk through the matter. Apologize for the misunderstanding, if necessary. The longer the tension festers, the bigger deal it will be. Catch it early, and both of you will forget it quickly.
DO keep your email messages short—no more than a full screen. A long message will fall into the “I’ll read it later” category, which often translates to “never.” If you need to communicate a long message, send it in hard copy or attach it to the email as a separate document. However, in the latter case, first make sure that your recipient has the software to open your attachment.
DO review before you send. Even if you don’t consider the email sensitive, review it a couple of times before you send it to make sure that your tone isn’t brusque or demanding. Often something as simple as putting the word “please” in front of a sentence will soften the tone. If after reviewing the email you’re still uncertain about how the reader may receive it, put it in the “Draft” folder for a while. When you go back to it later, you can look at it with a fresh eye and judge it more objectively. If you’re still not sure, consider having someone else look at it before you send it. You should exercise the same care when you are replying to a message. Also, along with reviewing your message for the appropriate tone, make sure that your reply answers all the questions or addresses the issues the sender raised.
DO respect each other’s privacy. Privacy is in short supply in a world of easily accessible information. Using electronic mail exposes you and your recipients to contacts they may not want. If you’re mailing to a list, use mail merge or send the email to yourself, with the mailing list as a blind carbon copy (bcc). That way none of the recipients will see each other’s email addresses. Also out of respect for other’s privacy, always ask permission before forwarding another person’s email. And never edit or change the original message. When you’re the original sender of a message, and you don’t mind having the receiver forward it, indicate your permission at the beginning of the message.
DO reply in a timely manner. One of the main attributes of email is its immediacy. People send emails because they generally expect a quick response. Respond to your emails, preferably within the same business day but certainly within twenty-four hours. If you can’t deal with the email’s content within that time, reply to the sender acknowledging that you received the message and stating when you will respond.
DON’T confuse informality with carelessness. As in any written communication, the errors can stay around to haunt you for a long time. While most people are more tolerant of the occasional typo in email messages, they will notice consistent violations of spelling, grammar, and structure, and their opinion of you will doubtless be influenced by it.
Use standard punctuation and capitalization.
Edit your emails carefully for grammar and spelling. (Don’t forget to use the spell check feature, but don’t rely on it completely.)
Remember that punctuation misuse can change the meaning of your sentence altogether.
Don’t use all caps or all lowercase in emails. Use of all caps gives the impression that the sender is shouting, and they’re harder to read.
DON’T use the “Reply to All” feature with reckless abandon. Unless everyone who got the original email really needs to see your reply, simply reply to the person who sent the email. This practice helps avoid needless clutter in everyone else’s inbox and the waste of time reading irrelevant messages.
DON’T reply to spam. Avoid becoming an appealing target to spammers by never responding to spam. Even when you send the “Remove me from the list” message, by opening and replying to spam you are confirming that you have a working email address, exactly what the spammers want to know. Simply delete spam or use a program that filters it automatically.
DON’T circulate emails with offensive or defamatory content. If you receive such emails, delete them immediately and politely ask the sender not to send anymore emails to you. Having those emails in your inbox could cause problems for both you and your organization, particularly if you work for a large company.
LEVERAGING EMAIL’S ADVANTAGES
Even though we all sometimes complain about how many emails we receive, email offers a great opportunity to stay in touch with very little effort. If you are alert to its pitfalls and take the necessary steps to avoid careless wording or thoughtless comments, as well as unnecessarily flooding others with information they don’t need, you can use this tool to increase your visibility and impress others with your efficiency, expertise, and ability to share information. Handled effectively, email remains today’s major way to remain current and in the communication loop.
Are you getting tired of the Covid-19 and its everyday news yet? We know you can't wait for everything to go back to normal, trust me, we all need the real 2020, not this one.
In the meantime, businesses are not slowing down, work is still ongoing in so many organisations and management are beginning to find a way around working remotely.
GetResponse has come up groundbreaking innovations such as;
Responsive Email Design – They were first in the industry to introduce a design interface that automatically formats every message to fit the screens of any mobile or desktop device and any operating system.
Landing Pages – And they added a slick, new design interface to their platform that turns out high-converting landing pages in minutes.
Forms – They also integrated forms with landing pages to funnel sign-ups into email campaigns automatically.
Webinars - Their latest innovation is a webinar platform, now an integrated component of their PRO service option — great for demos.
And more – They’ve produced innovations in video email marketing, smartphone apps, QR codes, A/B testing, inbox preview, email timing, global view, perfect timing, and custom fields.
Just as important, they constantly update the long-time favorites:
Autoresponders – GetResponse added sophisticated timing controls and action-triggered emails and then combined it with advanced segmentation for targeted campaigns with the look and feel of one-to-one communication.
Email Creator – Likewise, they reinvented the email design interface, giving users access to hundreds of professionally designed templates, a drag-and-drop editing interface, and point-and-click tools for campaign development.
Email Analytics – And they expanded email analytics to report autoresponder performance and social media sharing. They even dovetailed it with segmentation, so users can click to create segments for finer targeting.
If you’ve ever wanted to combine email, webinars, video email and landing pages to juice-up running of your business and the flow of your sales funnel, you owe it to yourself to check it out.
Click here Check it out, and you’ll discover it’s an all-inclusive platform need to work remotely from the comfort of your home during this Covid-19 and beyond.
