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Following Email Etiquette

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.

    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.

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    Last Updated on March 14, 2019

    7 Questions to Ask in a Job Interview That Will Impress the Interviewer

    7 Questions to Ask in a Job Interview That Will Impress the Interviewer

    Recruiters might hold thousands of interviews in their careers and a lot of them are reporting the same thing—that most candidates play it safe with the questions they ask, or have no questions to ask in a job interview at all.

    For job applicants, this approach is crazy! This is a job that you’re going to dedicate a lot of hours to and that might have a huge impact on your future career. Don’t throw away the chance to figure out if the position is perfect for you.

    Here are 7 killer questions to ask in a job interview that will both impress your counterpart and give you some really useful insights into whether this job will be a dream … or a nightmare.

    1. What are some challenges I might come up against this role?

    A lesser candidate might ask, “what does a typical day look like in this role?” While this is a perfectly reasonable question to ask in an interview, focusing on potential challenges takes you much further because it indicates that you already are visualizing yourself in the role.

    It’s impressive because it shows that you are not afraid of challenges, and you are prepared to strategize a game plan upfront to make sure you succeed if you get the job.

    It can also open up a conversation about how you’ve solved problems in the past which can be a reassuring exercise for both you and the hiring manager.

    How it helps you:

    If you ask the interviewer to describe a typical day, you may get a vibrant picture of all the lovely things you’ll get to do in this job and all the lovely people you’ll get to do them with.

    Asking about potential roadblocks means you hear the other side of the story—dysfunctional teams, internal politics, difficult clients, bootstrap budgets and so on. This can help you decide if you’re up for the challenge or whether, for the sake of your sanity, you should respectfully decline the job offer.

    2. What are the qualities of really successful people in this role?

    Employers don’t want to hire someone who goes through the motions; they want to hire someone who will excel.

    Asking this question shows that you care about success, too. How could they not hire you with a dragon-slayer attitude like that?

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    How it helps you:

    Interviewers hire people who are great people to work with, but the definition of “great people” differs from person to person.

    Does this company hire and promote people with a specific attitude, approach, worth ethic or communication style? Are the most successful people in this role strong extroverts who love to talk and socialize when you are studious and reserved? Does the company reward those who work insane hours when you’re happiest in a more relaxed environment?

    If so, then this may not be the right match for you.

    Whatever the answer is, you can decide whether you have what it takes for the manager to be happy with your performance in this role. And if the interviewer has no idea what success looks like for this position, this is a sign to proceed with extreme caution.

    3. From the research I did on your company, I noticed the culture really supports XYZ. Can you tell me more about that element of the culture and how it impacts this job role?

    Of course, you could just ask “what is the culture like here? ” but then you would miss a great opportunity to show that you’ve done your research!

    Interviewers give BIG bonus point to those who read up and pay attention, and you’ve just pointed out that (a) you’re diligent in your research (b) you care about the company culture and (c) you’re committed to finding a great cultural fit.

    How it helps you:

    This question is so useful because it lets you pick an element of the culture that you really care about and that will have the most impact on whether you are happy with the organization.

    For example, if training and development is important to you, then you need to know what’s on offer so you don’t end up in a dead-end job with no learning opportunities.

    Companies often talk a good talk, and their press releases may be full of shiny CSR initiatives and all the headline-grabbing diversity programs they’re putting in place. This is your opportunity to look under the hood and see if the company lives its values on the ground.

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    A company that says it is committed to doing the right thing by customers should not judge success by the number of up-sells an employee makes, for instance. Look for consistency, so you aren’t in for a culture shock after you start.

    4. What is the promotion path for this role, and how would my performance on that path be measured?

    To be clear, you are not asking when you will get promoted. Don’t go there—it’s presumptuous, and it indicates that you think you are better than the role you have applied for.

    A career-minded candidate, on the other hand, usually has a plan that she’s working towards. This question shows you have a great drive toward growth and advancement and an intention to stick with the company beyond your current state.

    How it helps you:

    One word: hierarchy.

    All organizations have levels of work and authority—executives, upper managers, line managers, the workforce, and so on. Understanding the hierarchical structure gives you power, because you can decide if you can work within it and are capable of climbing through its ranks, or whether it will be endlessly frustrating to you.

    In a traditional pyramid hierarchy, for example, the people at the bottom tend to have very little autonomy to make decisions. This gets better as you rise up through the pyramid, but even middle managers have little power to create policy; they are more concerned with enforcing the rules the top leaders make.

    If having a high degree of autonomy and accountability is important to you, you may do better in a flat hierarchy where work teams can design their own way of achieving the corporate goals.

    5. What’s the most important thing the successful candidate could accomplish in their first 3 months/6 months/year?

    Of all the questions to ask in a job interview, this one is impressive because it shows that you identify with and want to be a successful performer, and not just an average one.

    Here, you’re drilling down into what the company needs, and needs quite urgently, proving that you’re all about adding value to the organization and not just about what’s in it for you.

    How it helps you:

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    Most job descriptions come with 8, 10 or 12 different job responsibilities and a lot of them with be boilerplate or responsibilities that someone in HR thinks are associated with this role. This question gives you a better sense of which responsibilities are the most important—and they may not be what initially attracted you to the role.

    If you like the idea of training juniors, for example, but success is judged purely on your sales figures, then is this really the job you thought you were applying for?

    This question will also give you an idea of what kind of learning curve you’re expected to have and whether you’ll get any ramp-up time before getting down to business. If you’re the type of person who likes to jump right in and get things done, for instance, you may not be thrilled to hear that you’re going to spend the first three months shadowing a peer.

    6. What do you like about working here?

    This simple question is all about building rapport with the interviewer. People like to talk about themselves, and the interviewer will be flattered that you’re interested in her opinions.

    Hopefully, you’ll find some great connection points that the two of you share. What similar things drive you head into the office each day? How will you fit into the culture?

    How it helps you:

    You can learn a lot from this question. Someone who genuinely enjoys his job will be able to list several things they like, and their answers will sound passionate and sincere. If not….well, you might consider that a red flag.

    Since you potentially can learn a lot about the company culture from this question, it’s a good idea to figure out upfront what’s important to you. Maybe you’re looking for a hands-off boss who values independent thought and creativity? Maybe you work better in environments that move at a rapid, exciting pace?

    Whatever’s important to you, listen carefully and see if you can find any common ground.

    7. Based on this interview, do you have any questions or concerns about my qualifications for the role?

    What a great closing question to ask in a job interview! It shows that you’re not afraid of feedback—in fact, you are inviting it. Not being able to take criticism is a red flag for employers, who need to know that you’ll act on any “coaching moments” with a good heart.

    As a bonus, asking this question shows that you are really interested in the position and wish to clear up anything that may be holding the company back from hiring you.

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    How it helps you:

    What a devious beast this question is! On the surface, it looks straightforward, but it’s actually giving you four key pieces of information.

    First, is the manager capable of giving you feedback when put on the spot like this? Some managers are scared of giving feedback, or don’t think it’s important enough to bother outside of a formal performance appraisal. Do you want to work for a boss like that? How will you improve if no one is telling you what you did wrong?

    Second, can the manager give feedback in a constructive way without being too pillowy or too confrontational? It’s unfair to expect the interviewer to have figured out your preferred way of receiving feedback in the space of an interview, but if she come back with a machine-gun fire of shortcomings or one of those corporate feedback “sandwiches” (the doozy slipped between two slices of compliment), then you need to ask yourself, can you work with someone who gives feedback like that?

    Third, you get to learn the things the hiring manager is concerned about before you leave the interview. This gives you the chance to make a final, tailored sales pitch so you can convince the interviewer that she should not be worried about those things.

    Fourth, you get to learn the things the hiring manager is concerned about period. If turnover is keeping him up at night, then your frequent job hopping might get a lot of additional scrutiny. If he’s facing some issues with conflict or communication, then he might raise concerns regarding your performance in this area.

    Listen carefully: the concerns that are being raised about you might actually be a proxy for problems in the wider organization.

    Making Your Interview Work for You

    Interviews are a two-way street. While it is important to differentiate yourself from every other candidate, understand that convincing the interviewer you’re the right person for the role goes hand-in-hand with figuring out if the job is the right fit for you.

    Would you feel happy in a work environment where the people, priorities, culture and management style were completely at odds with the way you work? Didn’t think so!

    More Resources About Job Interviews

    Featured photo credit: Amy Hirschi via unsplash.com

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