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Following Email Etiquette

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Following Email Etiquette

    In Simplifying Your Information Intake, we looked at strategies to reduce the amount of email you need to deal with, and how to deal with what’s left much faster. Anyone who undertakes the task of clearing out their inbox for good and getting a handle on their email habits inevitably discovers that the biggest reason email is plaguing so much of their time is the amount of unnecessary or badly written email being sent their way by others.

    Here at Lifehack we like to help you become more productive, but there’s something to be said for helping others become more productive – after all, if you can make the life of your coworkers, friends and family a bit easier, isn’t it more likely they’ll return the favor?

    So, in this article we’ll look at the email etiquette that you can follow to inspire world peace and harmony and end famine. Email can make life so much easier compared to the inconvenient snail mail or the inefficient phone call, but it can also be the source of all sorts of stress. Perhaps if everyone followed these guidelines, the world really would be a happier place!

    Use Descriptive Subject Lines

    Well-crafted, descriptive subject lines are essential to being able to process email quickly. If you have to open each email just to figure out what it’s about, you can’t prioritize their responses as efficiently. While you might think the email you’re sending is the most important for the recipient to reply to, it may be way down the list for them – they know what they need to get done with the most urgency, so let them be the judge and state plainly what the message is about.

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    Ask yourself if you’d understand the purpose of the email based on the subject heading alone before settling on one, and make sure it is concise, clear and scannable. Don’t use awkward phrasing or unusual words, because they take more time to re-read and understand, hence increasing the amount of time it takes your recipient to process the message.

    Brevity is Your Friend

    Have you ever received one of those emails that never seems to end? The one that goes on for pages and pages, yet by the time you finish you feel like you’ve learned nothing?

    Have you ever sent one?

    I bet the answer is yes on both counts. We’ve all received them, and we’ve all been guilty of sending them at least once or twice before. But there’s also the serial ramblers who do this every time they hit the Compose button.

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    In 90% of cases, email that is more than a page long is too long. Unless you’re explaining complicated concepts or providing detailed instructions (because they’ve been asked for or need to be communicated for a reason), then get back to the core of your message and communicate it quickly.

    In my experience the kind of person who sends an opus for each email is the kind of person who assumes everyone is less intelligent than themselves or feels the need to explain completely irrelevant things. For instance, if you’re a graphic artist, you don’t need to explain the techniques used to create an image for a client when you hand over the work. They don’t care; that’s why they hired you instead of figuring it out for themselves.

    But Don’t Be Too Brief

    Context is important; when you deal with email all the time, it’s easy to forget what you’ve sent out in the last few days. When people remove your message from their reply completely, or fail to include key details in a message, confusion ensues and more back-and-forth is required to sort it out.

    When replying to messages, clip off as much of the previous email as you can while keeping key sentences quoted in your reply. Ensure you provide contextual details that may seem self-evident to you, but not to the recipient – this is especially true when you’re emailing lecturers. Your course is not the only one they teach, most of the time!

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    Don’t CC if You Don’t Have a Reason

    Ah, the terminal case of misplaced carbon copies. Before you inflict this painfully irritating malady on someone, you’ve got to go back and have a good look and ask yourself if it’s necessary. From experience, I’d say about 90% of messages I’ve received where I’m not in the To: field but the CC: field were completely and totally useless to me.

    “Just keeping you in the loop” is a frequent reason given for doing this, and while there are sometimes cases where this is a good idea, for the most part you shouldn’t send someone an email unless you want them to take action on it

    Reply-All Isn’t Always Necessary

    Someone asks their whole mailing list for advice. The whole mailing list uses reply-all to give said advice. You get the pleasant surprise of tens, hundreds, or even thousands of totally unwanted emails. Reply-all is there for a reason and can be useful, but it’s yet another feature of email that’s rarely used for any good reason at all.

    Whether the boss sends you and three other guys an email asking what time the serial bus arrives (I’ve read too much Dilbert) or your 13 year old niece/daughter/cousin/sister has sent out yet another chain mail and you want to tell her off, don’t use reply-all. Don’t punish anyone more than they already have been!

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    Use BCC for Bulk Mail

    Speaking of little girls who make liberal use of the forward button, if you absolutely must send a bulk mail to your address book, always, always use the BCC field. It’s a basic privacy measure and not only prevents your recipients from receiving endless spam as a result of your carelessness (who doesn’t already?), but shows your recipient you have respect for their privacy and some intellect.

    I always feel somewhat more amicable to a mass-mailer who has bothered to use a BCC, even on an internal email.

    And, of course…

    Don’t Use The Forward Button

    The good old forward button. Whenever you receive a once-in-a-lifetime offer to have your love interest call and ask you on a hot date, it’s the forward button that lets you send it on to fifteen people and have it come true. Sounds like something you do often? In that case, I really hate you.

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    If it’s not chain mail, it usually boils down to another case of “just keeping you in the loop” that’s not usually necessary; don’t bother unless someone requires the specific information in the forwarded message to complete their job.

    Email can be a massive waste of time. Help others cut their email time down and you’ll inevitably spend less time on it yourself.

    More by this author

    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

    Why Having a Coffee Habit Isn’t Bad For You How to Properly Drink Coffee (Your Coffee Drinking Guide) 3 Simple Strategies for Dealing With External Distractions How to Use Parkinson’s Law to Get More Done in Less Time How to Master the Art of Prioritization the Right Way

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    Last Updated on July 20, 2021

    How to Overcome the Fear of Public Speaking (A Step-by-Step Guide)

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    How to Overcome the Fear of Public Speaking (A Step-by-Step Guide)

    You’re standing behind the curtain, just about to make your way on stage to face the many faces half-shrouded in darkness in front of you. As you move towards the spotlight, your body starts to feel heavier with each step. A familiar thump echoes throughout your body – your heartbeat has gone off the charts.

    Don’t worry, you’re not the only one with glossophobia(also known as speech anxiety or the fear of speaking to large crowds). Sometimes, the anxiety happens long before you even stand on stage.

    Your body’s defence mechanism responds by causing a part of your brain to release adrenaline into your blood – the same chemical that gets released as if you were being chased by a lion.

    Here’s a step-by-step guide to help you overcome your fear of public speaking:

    1. Prepare yourself mentally and physically

    According to experts, we’re built to display anxiety and to recognize it in others. If your body and mind are anxious, your audience will notice. Hence, it’s important to prepare yourself before the big show so that you arrive on stage confident, collected and ready.

    “Your outside world is a reflection of your inside world. What goes on in the inside, shows on the outside.” – Bob Proctor

    Exercising lightly before a presentation helps get your blood circulating and sends oxygen to the brain. Mental exercises, on the other hand, can help calm the mind and nerves. Here are some useful ways to calm your racing heart when you start to feel the butterflies in your stomach:

    Warming up

    If you’re nervous, chances are your body will feel the same way. Your body gets tense, your muscles feel tight or you’re breaking in cold sweat. The audience will notice you are nervous.

    If you observe that this is exactly what is happening to you minutes before a speech, do a couple of stretches to loosen and relax your body. It’s better to warm up before every speech as it helps to increase the functional potential of the body as a whole. Not only that, it increases muscle efficiency, improves reaction time and your movements.

    Here are some exercises to loosen up your body before show time:

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    1. Neck and shoulder rolls – This helps relieve upper body muscle tension and pressure as the rolls focus on rotating the head and shoulders, loosening the muscle. Stress and anxiety can make us rigid within this area which can make you feel agitated, especially when standing.
    2. Arm stretches – We often use this part of our muscles during a speech or presentation through our hand gestures and movements. Stretching these muscles can reduce arm fatigue, loosen you up and improve your body language range.
    3. Waist twists – Place your hands on your hips and rotate your waist in a circular motion. This exercise focuses on loosening the abdominal and lower back regions which is essential as it can cause discomfort and pain, further amplifying any anxieties you may experience.

    Stay hydrated

    Ever felt parched seconds before speaking? And then coming up on stage sounding raspy and scratchy in front of the audience? This happens because the adrenaline from stage fright causes your mouth to feel dried out.

    To prevent all that, it’s essential we stay adequately hydrated before a speech. A sip of water will do the trick. However, do drink in moderation so that you won’t need to go to the bathroom constantly.

    Try to avoid sugary beverages and caffeine, since it’s a diuretic – meaning you’ll feel thirstier. It will also amplify your anxiety which prevents you from speaking smoothly.

    Meditate

    Meditation is well-known as a powerful tool to calm the mind. ABC’s Dan Harris, co-anchor of Nightline and Good Morning America weekend and author of the book titled10% Happier , recommends that meditation can help individuals to feel significantly calmer, faster.

    Meditation is like a workout for your mind. It gives you the strength and focus to filter out the negativity and distractions with words of encouragement, confidence and strength.

    Mindfulness meditation, in particular, is a popular method to calm yourself before going up on the big stage. The practice involves sitting comfortably, focusing on your breathing and then bringing your mind’s attention to the present without drifting into concerns about the past or future – which likely includes floundering on stage.

    Here’s a nice example of guided meditation before public speaking:

    2. Focus on your goal

    One thing people with a fear of public speaking have in common is focusing too much on themselves and the possibility of failure.

    Do I look funny? What if I can’t remember what to say? Do I look stupid? Will people listen to me? Does anyone care about what I’m talking about?’

    Instead of thinking this way, shift your attention to your one true purpose – contributing something of value to your audience.

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    Decide on the progress you’d like your audience to make after your presentation. Notice their movements and expressions to adapt your speech to ensure that they are having a good time to leave the room as better people.

    If your own focus isn’t beneficial and what it should be when you’re speaking, then shift it to what does. This is also key to establishing trust during your presentation as the audience can clearly see that you have their interests at heart.[1]

    3. Convert negativity to positivity

    There are two sides constantly battling inside of us – one is filled with strength and courage while the other is doubt and insecurities. Which one will you feed?

    ‘What if I mess up this speech? What if I’m not funny enough? What if I forget what to say?’

    It’s no wonder why many of us are uncomfortable giving a presentation. All we do is bring ourselves down before we got a chance to prove ourselves. This is also known as a self-fulfilling prophecy – a belief that comes true because we are acting as if it already is. If you think you’re incompetent, then it will eventually become true.

    Motivational coaches tout that positive mantras and affirmations tend to boost your confidents for the moments that matter most. Say to yourself: “I’ll ace this speech and I can do it!”

    Take advantage of your adrenaline rush to encourage positive outcome rather than thinking of the negative ‘what ifs’.

    Here’s a video of Psychologist Kelly McGonigal who encourages her audience to turn stress into something positive as well as provide methods on how to cope with it:

    4. Understand your content

    Knowing your content at your fingertips helps reduce your anxiety because there is one less thing to worry about. One way to get there is to practice numerous times before your actual speech.

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    However, memorizing your script word-for-word is not encouraged. You can end up freezing should you forget something. You’ll also risk sounding unnatural and less approachable.

    “No amount of reading or memorizing will make you successful in life. It is the understanding and the application of wise thought that counts.” – Bob Proctor

    Many people unconsciously make the mistake of reading from their slides or memorizing their script word-for-word without understanding their content – a definite way to stress themselves out.

    Understanding your speech flow and content makes it easier for you to convert ideas and concepts into your own words which you can then clearly explain to others in a conversational manner. Designing your slides to include text prompts is also an easy hack to ensure you get to quickly recall your flow when your mind goes blank.[2]

    One way to understand is to memorize the over-arching concepts or ideas in your pitch. It helps you speak more naturally and let your personality shine through. It’s almost like taking your audience on a journey with a few key milestones.

    5. Practice makes perfect

    Like most people, many of us are not naturally attuned to public speaking. Rarely do individuals walk up to a large audience and present flawlessly without any research and preparation.

    In fact, some of the top presenters make it look easy during showtime because they have spent countless hours behind-the-scenes in deep practice. Even great speakers like the late John F. Kennedy would spend months preparing his speech beforehand.

    Public speaking, like any other skill, requires practice – whether it be practicing your speech countless of times in front of a mirror or making notes. As the saying goes, practice makes perfect!

    6. Be authentic

    There’s nothing wrong with feeling stressed before going up to speak in front of an audience.

    Many people fear public speaking because they fear others will judge them for showing their true, vulnerable self. However, vulnerability can sometimes help you come across as more authentic and relatable as a speaker.

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    Drop the pretence of trying to act or speak like someone else and you’ll find that it’s worth the risk. You become more genuine, flexible and spontaneous, which makes it easier to handle unpredictable situations – whether it’s getting tough questions from the crowd or experiencing an unexpected technical difficulty.

    To find out your authentic style of speaking is easy. Just pick a topic or issue you are passionate about and discuss this like you normally would with a close family or friend. It is like having a conversation with someone in a personal one-to-one setting. A great way to do this on stage is to select a random audience member(with a hopefully calming face) and speak to a single person at a time during your speech. You’ll find that it’s easier trying to connect to one person at a time than a whole room.

    With that said, being comfortable enough to be yourself in front of others may take a little time and some experience, depending how comfortable you are with being yourself in front of others. But once you embrace it, stage fright will not be as intimidating as you initially thought.

    Presenters like Barack Obama are a prime example of a genuine and passionate speaker:

    7. Post speech evaluation

    Last but not the least, if you’ve done public speaking and have been scarred from a bad experience, try seeing it as a lesson learned to improve yourself as a speaker.

    Don’t beat yourself up after a presentation

    We are the hardest on ourselves and it’s good to be. But when you finish delivering your speech or presentation, give yourself some recognition and a pat on the back.

    You managed to finish whatever you had to do and did not give up. You did not let your fears and insecurities get to you. Take a little more pride in your work and believe in yourself.

    Improve your next speech

    As mentioned before, practice does make perfect. If you want to improve your public speaking skills, try asking someone to film you during a speech or presentation. Afterwards, watch and observe what you can do to improve yourself next time.

    Here are some questions you can ask yourself after every speech:

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    • How did I do?
    • Are there any areas for improvement?
    • Did I sound or look stressed?
    • Did I stumble on my words? Why?
    • Was I saying “um” too often?
    • How was the flow of the speech?

    Write everything you observed down and keep practicing and improving. In time, you’ll be able to better manage your fears of public speaking and appear more confident when it counts.

    If you want even more tips about public speaking or delivering a great presentation, check out these articles too:

    Reference

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