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10 Email Etiquette Tips To Build Your Professional Image

10 Email Etiquette Tips To Build Your Professional Image

In my daily work as an academic advisor in higher education, a large percentage of my professional communication is composed via email correspondence. Though it is a part of daily routine, email correspondence from students who are training to enter the work world as competent professionals are often littered with barriers to effective communication.

Whether you are a student making the leap to the “real world,” applying for jobs, or a new professional, what can you do to project a more polished image?  Start by considering these 10 common pitfalls in professional email etiquette, and learn how each may be damaging your professional image.

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  1. Know when email is appropriate. Is great detail or explanation required? Can tone be easily misconstrued? Is the subject matter time sensitive? If the answer is yes to any of the previous questions, email may not be the appropriate venue. However, if you are contacting someone who is difficult to reach in person or by phone, asking a simple question, or providing informational items, email is probably most appropriate.
  2. Don’t assume the recipient knows you. Especially if the email is your first contact with the individual, or the recipient will be receiving a high volume of emails, don’t assume they know you. I may be the only person by my name who is an advisor at my institution, but there may be dozens of similar first names in the hundreds of students I have contact with each semester. This problem is compounded when the institutional email or an email without identifying information (like allstar29@mail.com) is used. Refrain from any use of a personal email address if an institutional or business email is provided. If a personal email must be used, keep it clean and practical (joesmith@mail.com).
  3. Don’t assume the recipient knows all the details. “I need to drop that class,” is a common email request I will receive. Certainly worth honoring, but such a request is inherent with an entire host of issues. Namely the absence of key details. Whose class am I dropping? Which class? This goes for any form of professional communication. Take the time to provide as much detail as possible on the front end. This will eliminate time and effort taken later in the “back and forth”, and convey that you are organized and pay attention to detail.
  4. Include full contact information. Consistent with your professional image, be sure and sign off with not only your full name, but also any contact information that may be helpful for the recipient in getting back in touch with you. The content of some emails may be involve a request to contact you by phone or through another form of communication.
  5. Don’t use text speak. Just because you may be composing the email on a mobile device or tablet, does not mean it is professional to use “text speak” in a professional email, ever. When you are composing emails from these devices, it is imperative to proofread before hitting send, as most now contain predictive text technology that may incorrectly finish words and change the message or tone entirely.
  6. Forget about backgrounds, crazy fonts, and colors. Keep it black and white, and simple. Extra colors and backgrounds only serve to make it more difficult to the reader, and make them less likely to respond or take the email seriously as professional communication – especially in an age where scams are prominent. Fonts that are not standard are distracting, hard to read, and make you come across as silly.
  7. Use “out of office” correctly. This can be an important feature in email, especially if you are planning to be away for any extended period of time outside of normal anticipated working hours. Rather than just say you are away, include alternative contacts so those who are trying to contact you can still conduct business if needed. Use it with discretion though. I once had a student who had their email set full-time to auto-reply with “I will consider your message and respond accordingly.” He would then never reply. You can only cry wolf so many times.
  8. Beware of auto-fill. I often receive emails not intended for me because of this very issue. Most email systems will begin to generate options to auto-fill the “To:” field as you begin typing the address, based on previous emails you’ve sent to. Be sure to read these options carefully, and review before clicking send. It may be the difference between sending an email to your wife or the President. You don’t need to be told these are entirely different audiences.
  9. Don’t say things you wouldn’t say in person. Some of the more intriguing email exchanges I’ve experienced include those from individuals who will display more aggression or unprofessionalism in an email, but will never correspond that way in person. Don’t act in a way or say things that you wouldn’t normally in conversation. First of all, it won’t do you any favors in getting a response, and second, it may damage your rapport with that person in the flesh.
  10. When in doubt, err on the formal side. Using “Mr.” or “Ms.”, or the full first name instead of assuming a shorter form should always be done in cases in which you are unsure. When applying for a job, stick with the formal “To Whom It May Concern”. As communication progresses, certain formalities may be dropped, but initiating contact informally sets the bar below a professional standard.

Featured photo credit: Focus/Financial Times photos via imcreator.com

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Last Updated on September 20, 2018

How to Be Happy at Work and Find Fulfillment in Your Career

How to Be Happy at Work and Find Fulfillment in Your Career

If you’re going to spend 1/3 of our life at work, you should enjoy it, right?

Trust me, I know that’s easier said than done. Difficult coworkers, less-than-desirable tasks, or even just being in the wrong position can all lead to a lack of enjoyment and fulfillment in your work.

But what if I told you it doesn’t have to be this way? Or better yet, if you struggle with all of the above (and then some), what if I told you that enjoying your work and finding fulfillment regardless of those obstacles is possible?

Don’t believe me? I don’t blame you because I was there too. Before implementing the tips below, I struggled to get through each day, much less find real fulfillment, in the office. Now, even after the toughest days on the job, I still come away with feelings of pride, accomplishment, and fulfillment. The best news is, so can you.

If you’re ready to make those hours count and find happiness and fulfillment in the office, then read on to find out how to be happy at work and find fulfillment in your career:

1. Discover the root(s) of the problem

For this first step, we’ll need to think back to 8th-grade physics (humor me). We all know Newton’s 3rd law, “for every action, there is an equal and opposite reaction.” When you think about it, the same can be said outside of physics, and we see this law play out in our daily lives, day after day.

Simply put, all the issues we deal with in the office (and life in general) affect us in a noticeable way.

If you’re appreciated at work, like the work you do and receive frequent praise, promotions, or raises, then this will probably have an altogether positive effect on your life in the office.

But what if we reverse this? What if you feel under appreciated, get passed up for promotions, or get denied raises? This is sure to affect the way you feel at work on a negative level.

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So, before you can implement the steps of feeling happy and fulfilled at work, we first have to discover the reasons why you don’t feel that way already.

Think about it, write a list, or make a mental note. Run through all the reasons you’re dissatisfied in the office, and don’t hold back. Knowing the exact obstacles you’re facing will make overcoming them that much easier.

In fact, as a side-challenge to this article, I recommend picking the top three reasons contributing to your dissatisfaction at work and using the following tips to tackle them.

2. Practice gratitude for an instant uplift

Did you know the simple act of feeling grateful can increase your happiness and make you more fulfilled at work?[1]

Well, it’s true, and it’s scientifically proven.

Dr. Lisa Firestone notes that practicing gratitude “reminds us of what we lacked in the past.” Meaning, it serves as both a boost to happiness and a bit of a wake-up call that things have been or could be, much worse.

Trying to conjure up feelings of gratitude can seem almost impossible when your work situation seems bleak, but hear me out: There are incredibly easy ways to get started and it doesn’t involve trying to “force” yourself to feel grateful about things that stress you out.

For an instant pick-me-up, try this:

Find a loose piece of paper, a blank sticky note, or anything you can write on, be it physical or digital. List just three things that you are absolutely without-a-doubt thankful for in your life.

Now here’s the trick: Don’t just list what you’re grateful for, you have to list why you’re grateful for them, too.

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For example, simply saying “I’m grateful for my kids” will probably make you feel good, sure, but what if we could amplify the warm, fuzzy feeling into real, lasting motivation?

Instead, write the reason you’re so thankful for your children. Is it because they make you laugh and forget about other stressors? Or maybe they help to remind you of why you go to work every day in the first place?

Whatever your reasons may be, jot them down and keep your list somewhere you can see it while you work. A quick glance at your gratitude list throughout the day can provide powerful, positive motivation to keep going.

Bonus:

If you can find just three things to be thankful for that specifically relate to your job, and list why those things make you grateful, your list can also help you find fulfillment in your work itself which can give you an even bigger boost of positivity throughout the day.

3. Take meaningful time for yourself

We all know creating a strong work-life balance can be crucial to feeling satisfied in our jobs, but rarely do we ever address how we’re spending our time outside of work.

Many of us survive a 9-hour work day and commute home only to find ourselves busy with our personal to-do lists, running a household, and taking care of a child (or 2 or 3, and so on).

If you spend all your time working, whether in the office or within your household, you’re going to feel drained at some point. This is why setting meaningful time for yourself every day is highly important.

Look, I get it: I don’t know anyone in the working world who can shun all responsibility for a 3-movie marathon or happy hour with friends whenever they feel like it. But finding time for yourself, be it just 30 minutes to an hour, can really make a difference in how you feel at work.

This works because you’ll have time to actually relax and let the day’s stress melt away while you enjoy something just for you. The to-do lists and stressors will still be there after you’re refreshed and ready to tackle them.

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No time for me-time? Try this:

If you have a busy household, you’ll need to capitalize on a block of time you know will be completely uninterrupted. The easiest way to do this: try waking up 30 minutes to an hour earlier than usual (or push bedtime back an hour if you’re a night owl, like me) and take time to do something you enjoy.

This could be reading with a cup of tea, catching up on Facebook, spending time on a passion project—anything! As long as it’s meaningful to you, it works!

Bonus:

Starting your day with meaningful time for yourself can set you up to have a positive mood that lasts well into office hours, and having your me-time in the evening can give you something positive to look forward to during the day.

4. Get productive and feel accomplished

Don’t you just love the feeling of checking the last item off of a hefty to-do list? That’s because self-motivation can be a huge driver of positivity and success.

When we accomplish something, no matter how small, it makes us feel good, plain and simple. Applying this tactic to your daily work can be the motivator you need to find fulfillment during the daily office grind.

While there are tons of steps to get more done at work, I’ll share my personal favorite: Prioritizing.

Now, many people handle prioritizing differently. Some like to tackle the little tasks first so they can spend focused time on the big to-dos. Others like to knock out the big items first and get to the smaller ones when they can.

No matter which camp you’re in, you may be missing one crucial step: Time management.

So how’s this work? When you factor in the amount of time your priorities will take, it can transform your productivity ten-fold.

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Say you have three top priorities for the day. You might jump into the smaller ones or the bigger ones depending on your preferred method, and then find yourself out of time and bringing work home with you at the end of the day.

This is prevented when you factor in time. Knowing how long each item will take, or deliberately setting specific blocks of time for your priorities can help you accomplish more in the same 8-9 (or 12) hours that you typically spend at work.

Try this:

Take a look at your priorities and consider how long they should take. Pop into your Google calendar (or Filofax, whatever works for you) and schedule time to work on your priority items around any important meetings or events of the day.

The most important thing to remember is to stick to your dedicated time.

Often, when we know exactly how long we have to work on something (and honor this time limit), we’re motivated to get more done on time to avoid taking work home at the end of the day.

The bottom line

There’s no need to waste 1/3 of our lives feeling unsatisfied at work. Luckily, you now have the tools to get started, take back your time, and become happy and fulfilled at work again.

The only question is — which tip will you try first?

Featured photo credit: Ellyot via unsplash.com

Reference

[1]Psychology Today: The Healing Power of Gratitude

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