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Today’s workforce is spending less time meeting in person and more time connecting via email and video. According to a study by Marketo,58% of users with an email account check it first thing in the morning before looking at anything else. With most of the world going virtual, now is a good time to fine-tune your email etiquette. This can look different at every job or company, but here are a few pointers to get you started.
Don’t Rush to Hit Send
Before you send or respond to an email, it’s good to wait, and proofread a couple of times. Often, an email may be the first impression you’re making on a new professional connection, interviewer, colleague, or potential client. This is why it’s essential to check your spelling and grammar and make sure you answer any pending questions. If you’re not confident in your grammar skills, you can plug your email into free tools like Grammarly to double-check before you respond. A good tip is to carefully read your message out loud before sending it to ensure that all questions are answered, the response is proper, and the recipients are correct.
Understand your Tone of Voice
Like sending a text message, it can be hard to decipher the tone of voice via email. That is why it’s essential to be mindful and come across as respectful, friendly, and approachable as possible. Conversely, you don’t want to come across as rude or demanding, especially when asking a team member for a work-related request.
Colleagues from across the globe may not understand the same jargon that you may use in your everyday life, so it’s best to be direct when communicating online. It’s also best to avoid abbreviations because the recipient might not be aware of the meaning.
On the flip side, it’s okay to have some enthusiasm in your message. According to Fast Company, “Emails with exclamation points at the end of the first sentencegarner more responses than those without.” Likewise, it’s okay to include a smiley face in your message, just don’t overdo it.
Stick to Standard Formatting
It’s best to avoid unique font and offbeat formatting. Not all email programs have the same default settings, so while one font might look nice to you, it could appear strange in another email program. Instead, try to stick to the classic font styles, Arial, Calibri, and Times New Roman font with black-colored lettering. Most companies have a standard font, signature, and font size that everyone at the company will use; if you’re not sure, then reach out to your HR department to clarify
Set a 1-Minute Email Delay
Sometimes you click send on an email and immediately realize you accidentally hit “reply all,” or your message had a typo or something missing. It happens. This is why it’s a good idea to set up a 1-minute email delay to allow time for changes to emails that are sent. Email can be accessed via your outbox for the 1-minute duration. Here’s how you can set up your email delay in Outlook:
With 41.8% of the American workforce working remotely, and as that number continues to rise, email etiquette is more important now than ever. No matter what industry you’re in, the small attention to detail does not go unnoticed. Remember that there is no way to permanently delete emails after it’s been sent, so always be diligent about what you are sending and who you’re sending it to when corresponding via email.
August 19, 2021