Do you think email etiquette is slipping into the past? Do you think proper email etiquette in the workplace is important? At Roaring Pajamas, we do our best to be respectful in our communications with clients, friends and fans. Here are the top 10 ways to identify whether or not you’re doing the same:
Use proper spelling, grammar and punctuation. We’re not texting here, folks. Our exception is Twitter where we occasionally abbreviate a word or eliminate a period to fit into 140 characters. Otherwise, we keep our communications professional, with proper spelling, grammar and punctuation.
The shorter, the better. People don’t have all day to read your emails, so keep your content concise (while using complete sentences, of course.)
Never write in all caps unless you’re YELLING at someone.
Never yell at anyone in email. In fact, please be careful about your “tone” of voice. A little smiley face may seem cheesy, but that little icon will go a long way to communicating your intent. 8*)
When an email goes back and forth a couple of times and a resolution isn’t near, it’s probably time to pick up the phone. Many misunderstandings occur via email because one person believes the other is upset or rude while the other person can’t believe their communication isn’t being received as intended. This situation always requires someone to pick up a phone. Don’t be afraid to call!
When a discussion is heated, draft your email, walk away for awhile, then review it again and edit before sending. Avoid emotional responses in professional communications.
Answer promptly. Don’t ignore clients, fans or followers. People who take the time to write to you want to be heard.
Be sure to use a bcc (blind carbon copy) when sending an email to a large list. People don’t want their email address exposed and using a cc (carbon copy) instead of a bcc may offend some of those people.
Use a descriptive and concise subject line. Your email will be opened more often and found again by the receiver when the subject line describes the content of your email.
Be careful not to overuse the “Reply All” feature. Reply only to those who truly need to see your response. Replying only to the sending is often more effective and easier to manage for the original creator of the message.
By reviewing and using these simple rules of proper email etiquette, you’re sure to create excellent communications to your clients, fans and followers.