Contrary to reports of its demise, email remains not only a dominant means of communication, it continues to surge in popularity.
The numbers are staggering, according to a leading industry report,
- The number of email users worldwide stands at more than 2.5 billion
- This number will increase to nearly 3 billion by the end of 2019, equating to a full one-third of the adult population
- In 2015, the average number of business emails sent and received per user per day totaled 122
- By 2019, this number is expected to increase to 126
Now, more than ever, it's time to revisit your email habits and polish your business email presence.
Ponder the format first
Before you do so, decide whether an email is appropriate in the first place – whether you're creating a new email or responding to one. While the format allows you to develop points, elaborate and expand – much more so than, say, a text message – there are still occasions when a phone call or in-person conversation might be more appropriate.
If you're in doubt, turn the tables and put yourself in the position of the recipient. Sensitive, private or traumatic information especially should warrant a personal touch that even the most carefully crafted email cannot match.
Supply the polish
Whether you're creating a new email or responding to one in your in-box, keep in mind the written word carries heft. Clarity and precision is vital; otherwise, confusion could ensue and the recipient will be left to “read between the lines.” Consider the recipient might read and re-read your email several times, subjecting your tone and word choices to scrutiny that would rival a college English professor.
Rather than feel daunted, you can rise to the email challenge when you:
- Respond promptly, and ideally within 24 hours. Otherwise, place an automatic response on incoming emails alerting people to a longer absence.
- Scan for questions and be sure to answer them. Until you fully adopt this good habit, copy and paste the question and then provide your answer to eliminate frustration – and the need for follow-up
- Strive for brevity, but avoid terse, one-word answers that could be misconstrued for hostility.
- Break up text – and provide visual relief – by using subheads and bullet points.
- Remain vigilant about spelling and grammar, but don't be overly reliant on spell-check, which doesn't “read” for like-sounding words. A quality email equates to a quality professional image.
- Avoid placing words in all caps and using exclamation points, which settle on the reader as screaming. Instill emotion carefully by choosing appropriate words.
It is important to remember that emails are a reflection of the values, professionalism and attention to detail that your business has. Putting effort into making sure they are concise while still being significant is crucial. What are your tips for writing clear and expert emails? Let us know!
