In today's business world, email is a vital form of communication
that not everyone has mastered. The immediacy of being able to click
"send" and transmit a message to dozens of people scattered around
the globe has created a pressing need for people to communication clearly and
concisely. But since when was clear and concise easy? Follow these five rules
and you'll side-step pitfalls that can mangle your message and get you into
trouble.
1. Say
"No" to humor.
This may be one of the toughest rules to follow, especially
for those of us who secretly dream of being stand-up comedians. The problem
is that in an email, funny doesn't always translate well. In fact, it rarely
translates well. It often comes across as rude or inappropriate. Save the funny
stuff for your personal communications.
2. Avoid
pronouns.
Cloudy pronoun antecedents can be a problem in any piece of
writing, but in business writing, not being able to decipher who
"they" are can pose a host of problems. In creative writing, we're
trained to avoid repeating a name or word. In business writing, ditch the
creativity and repeat yourself if necessary. We need to know who
"he," "she," and "they" are.
3. Think twice
before you click "send."
We all know this person (or perhaps have been this person):
Angry, upset, irate, and in possession of an email account and an Internet
connection. Do not send emails when you are emotionally compromised. It's the
equivalent of drunk dialing.
4. Pay
attention to your grammar.
Before email became a standard form of business
communication, most people used it as a pre-texting, pre-Facebook form of
casual communication. Capitalization, greetings, and good spelling were optional. Some people still have not gotten the message that email is all grown
up now and needs big boy and girl grammar.
5. Be concise.
Use bullet points, short sentences, and keep most emails to
two paragraphs or less. People are overloaded with information. They want
their business communication to be brief and easily digested. Deliver clear,
concise emails, and your messages will get read.
Photo courtesy of Ian Lamont
Photo courtesy of Ian Lamont
