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11 Things About Email You Might Not Know That Are Making You Awkward

11 Things About Email You Might Not Know That Are Making You Awkward

Are you aware of your email manners? Are you sure you’re not doing anything awkward when sending emails? Wait But Why has the answer here.

Email is one of those things that’s just a part of your life, period. Most of us know someone who has closed their Facebook account or refused to join in the first place in a little foot-stomping stand by their ego, and you might even know someone who is thrilled with themselves for not owning a smartphone.

But within the adult internet-using world, no one is allowed to not have email.

Not having email today would be the equivalent of not having a phone number—you’d have to bereally doing your own thing to go there.

And so here we all are, typing things into compose windows, battling down our inboxes, and it’s going pretty well—but like any world of social interaction, email has its difficulties.

Let’s discuss 11 particularly awkward things about our email lives—

1) Exchanges that have an unequal power dynamic.

unequal

    If someone you’re emailing with:

    • is making typos and you’re not
    • is skipping punctuation and you’re not
    • is skipping capitals and you’re not
    • is taking a long time to reply and you’re not
    • is responding to your long, well-written emails with much shorter responses

    Then they hate you.

    Unequal email power dynamics can happen for many reasons—a professional ladder discrepancy, an age discrepancy, a “customer’s always right” situation, a thing where many people are all emailing one person—but usually, it’s that the person writing the high-quality email wants/needs something from the person writing the low-quality email. Simple as that.

    2) Emailing with un-tech savvy Baby Boomers.

    Not all Baby Boomers—you know who I’m talking about.

    They’re the last remaining people with AOL email addresses. They scan a hard copy of an article and email it as an attachment instead of emailing a link to the article. They write the word e-mail with a hyphen in it. And they don’t know that “replying to all” is a thing that can happen in the world:

    reply to all 1 reply to all 2 reply to all 3 reply to all 4 reply to all 5 reply to all 6

      Sometimes, you’ll come across the especially un-tech savvy Baby Boomer who inexplicably writes their emails in all caps.

      all caps

        3) Emailing with anyone born before 1930.

        OLD

          To my grandmother, who tells me that her “machine is broken” when the browser window has accidentally been minimized, words like “forward” and “attachment” and “link” don’t have simple, concrete definitions—they’re just vague, complex ideas that she’s heard of but doesn’t understand.

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          She feels about email the way I feel about this sentence:

          Central banks in developing countries are tightening policy and intervening in currency markets in response to concerns about the potential effect of currency depreciation on inflation, though gross issuance of nonfinancial corporate bonds and commercial paper have slowed and interest volatility has substantially diminished, possibly suggesting that reaching-for-yield behavior might be increasing again.

          If you weren’t far too lazy to write a letter, it would be a good idea to stick to hand-written correspondence with people born in the 1920s, especially since there’s the side benefit that a letter from someone born in the 1920s will be a cool thing to own in 50 years.

          4) The group email chain Late Responder.

          late responder 1 late responder 2 late responder 3 late responder 4

            5) Figuring out how to address a minor friend in an email greeting.

            To make things easy, we at some point all agreed upon certain rules and regulations for how to address various categories of people that we email.

            Greeting

              Notice the problem?

              “Hi ____” is friendly in a distant, neutral, professional way for everyone you don’t know well. When your relationship with someone takes a step forward, it graduates to the warmer, more casual Hey Zone. And with really close people, you can just skip the greeting altogether—no one starts an email with “Hey Mom”.

              But how about that green zone category of people who are more than acquaintances—so greeting them with “Hey” would seem too formal and distant—but you don’t talk to them enough to just out of the blue email them and start talking without a greeting? How the hell are you supposed to start an email to that friend from college you talk to every two years or that old work colleague you became friends with and then fell mostly out of touch with?

              It’s not easy. And unlike all the other greetings, this one requires creativity. Some possibilities:

              – Hey John! — The exclamation point says, “This isn’t a normal Hey greeting—I’m smiling and extra excited because we’re pretty close, and our relationship is a positive thing in my life.”

              – Johnny! — A typical response greeting to the “Hey John!” email. It’s acknowledging that you’re on nickname terms, and also joining the celebration of your friendship with the exclamation point.

              – Hey man — This is something guy acquaintances or minor friends do to deal with being in the green zone. It’s the greeting version of a friendly back slap.

              – Sammmm — A girl tool to deal with the green zone.

              – Heyyy — The extra Y’s say, “Just swinging by to say something, and we’re friends so sometimes we just swing by.

              greeting2

                5b) Figuring out how to sign-off in an email to a minor friend.

                Similar situation. For the distant people, we have all sorts of autofills—Best, Regards, Talk soon, Take care, Thanks, etc.—and the really close people need no sign-off at all. But for minor friends, we’ve got another whole song and dance on our hands.

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                I’ll sometimes finish a minor friend email with something like, “Thanks,” and then look at it and think, “Ugh it’s too formal.” I then sigh, put the cursor at the end of the word, and begrudgingly type in two more S’s.

                It’s also worth noting that some people have decided that xoxo is an appropriate sign off because they’re just that adorable, and others just decided to start signing off with only the first letter of their name, because apparently we’re now dating. To me, both sign-offs make me think the person looks like this when they’re typing it:

                xoxo

                  6) Saying Robot Phrases, which reminds you that you’re not actually that unique a person.

                  A Robot Phrase is a commonly used email phrase that you end up using just because everyone else is using it and you’re not that creative a person.

                  robot phrases

                    These cookie-cutter Robot Phrases remind me of my voicemail recording being “Hi, you’ve reached Tim. Please leave a message.” The next thing that comes on is an actual robot that says “At the tone, please record your message yada yada,” and she and I are doing an equal job of expressing our individuality—but unfortunately, the only other option is to be an unnecessary weirdo by doing something surprising.

                    Email Robot Phrases are not quite as socially required as Voicemail Robot Recordings, but most of us are too lazy to deal with thinking up alternatives. Every single time I type one, though, I feel a slight twinge of self-loathing for being such a societal cog.

                    7) Mastering the exclamation point chess match.

                    With in-person interaction, we have a million subtle ways to express tone. Even on the phone, without the use of facial expressions or mannerisms, tone of voice gets the job done sufficiently.

                    But over email, we’re stuck with a crude set of symbols as our tools to express nuance, making punctuation a critical part of the email world. A few guidelines:

                    Some people don’t use exclamation points, and with those people, it’s safe to stick with periods.

                    periods

                      Others use them constantly, and with those people you’re a huge dick if you don’t, so you’re forced to join the party.

                      exclamations

                        This is important because to a rampant exclamation point user, the difference between a period and an exclamation point looks like this.

                        exclamation period

                          There’s also the rare but disastrous exclamation point / question mark mixup typo.

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                          exclamation question

                            I can go either way with exclamation points and tend to just follow the other person’s lead, but I find that this is a pretty strong correlation:

                            exclamation graph

                              Ellipses are a whole other thing. Some people use them to be mysterious or threatening, and of course, they can be massively slutty.

                              ellipses

                                8) The epic correspondence that neither involved party wants to be a part of.

                                epic correspondence

                                  This is a very odd phenomenon unique to email. It happens when two not-that-good friends find themselves stuck in the mutually-obligated chore of writing long descriptions of their lives to each other every few months. Both parties dread having to answer all the last email’s questions and write a lengthy life description, and each is pretty bored by the process of reading the other’s.

                                  This cycle either goes on until one of the people dies, or sometimes, someone finally gathers the guts to just not respond to the other’s email and then both parties can sigh a deep breath of relief.

                                  9) Trying to shove the concept of laughter into the email medium.

                                  haha

                                    Laughter is a delightful part of vocal correspondence, so we’ve decided we need to figure out a way to express the same thing over email—but it’s awkward.

                                    Absurd people who say lol aside, here’s what we’re dealing with:

                                    haha — I found this either mildly funny or not funny at all

                                    hahaha — I found this a little funny

                                    hahahaha — I found this reasonably funny

                                    HA or HAHA or HAHAHAHA — I found this very funny

                                    hahah or hahahah — I’m a very subpar human

                                    At least in my world, I find that when something is actually funny, it’ll result in capital letters.

                                    And in almost all of these cases, the recipient pictures the sender actually laughing as they type, when in fact they probably look like the guy in the picture above.

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                                    10) The fact that hurtful things are happening to you and you’re not thinking about it.

                                    hurtful

                                      Being humored by fake haha’s is just the beginning.

                                      You know how people sometimes BCC someone on an email they’re writing to secretly loop them in? You know what you don’t consider? The times when you’ve received an email from someone and there’s a BCC happening unbeknownst to you—when you’re the chump being spied on. Kind of upsetting right?

                                      How about the fact that you’re part of a number of group email chains, some one-time things and some that are recurring—and you kind of just assume that those are the only group chains happening. When in fact, there are a number of group chains between various friends or family members of yours that you are not included on, whose existence you never really consider.

                                      Worse, think about a time you’ve forwarded an email you received to someone else for mocking purposes. Kind of mean, but you’ve also kind of done it right? How bad is it that at some point, you’ve been the subject of the secret mocking forward?

                                      Luckily, we tend to avoid assuming these things are happening. But they’re happening.

                                      11) Email disasters.

                                      disaster
                                        disaster 2

                                          The email disaster is a special kind of disaster. It can be mortifying, hurtful, or even friendship-damaging.

                                          Examples include:

                                          – Emailing Person X to say something bad about Person Y and accidentally emailing it to Person Y instead.

                                          – Replying just to Person X on a group chain to say something private and accidentally replying to all.

                                          – Forwarding an email to someone and forgetting that below the email is a whole correspondence chain that has something sensitive in it, maybe even about the person you just forwarded it to.

                                          – Sending an attachment to someone and accidentally attaching the wrong horrifying thing.

                                          Other people’s email disaster stories are a great source of schadenfreude—so if you have a good one, please share in the comments.

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                                          More by this author

                                          Anna Chui

                                          Anna is a communication expert and a life enthusiast. She's the editor of Lifehack and loves to write about love, life, and passion.

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                                          Last Updated on April 6, 2020

                                          15 Best Productivity Hacks for Procrastinators

                                          15 Best Productivity Hacks for Procrastinators

                                          Let me guess.

                                          You should be doing something else rather than reading this article. But due to some unknown force of nature, you decided to procrastinate by reading an article about how to hack procrastination. You deserve a pat on the back.

                                          Fortunately, procrastination is not a disease. It’s just a mindset that can be changed, however, here are some productivity tips you need to start getting work done:

                                          First, you need to acknowledge that procrastinating is an unhealthy habit. Not only you’re prioritizing unimportant things, basically, nothing gets done. Still unsure if you’re a procrastinator? Check out this article: Types of Procrastination (And How To Fix Procrastination And Start Doing)

                                          Second, your commitment to change is very important. You should be physically, emotionally, and mentally determined to change this habit. If not, then you’ll just succumb to the tempting lure of doing other things rather than your tasks or chores.

                                          Here are sthe best productivity hacks to improve productivity and keep yourself from procrastinating at work:

                                          1. Give (10+2)*5 a Try

                                          Let’s start with a classic but very effective hack called (10+2)*5 created by Merlin Mann,[1] author of 43Folders.com. Don’t worry. This is not a complicated Mathematical formula you need to solve.

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                                          The (10+2)*5 simply means 10 minutes work + 2 minutes break multiplied by 5, completing 1 hour. It is crucial to stick with the time limits and not skipping work and break schedules. The point of this is for you to create a jam-packed routine of work and break schedules. The result? You will eventually skip your break schedules.

                                          2. Use Red and Blue More Often

                                          Clean your desk and remove things that might distract you. According to a Science Daily study[2] about which colors improve brain performance, red was found out to increase attention to details while blue sparks creativity. Surrounding your workplace with these colors not only benefits your brain, it’s also pleasing to the eye.

                                          3. Create a Break Agenda

                                          List all the things you want to do on your break, be it surfing the web, checking your emails, snack time, taking selfies, Facebook/Twitter—everything.

                                          Like the (10+2)*5 hack, squeeze these in between work time but the difference is you schedule these activities for ONLY 20 minutes. Eventually, you’ll take your break minutes wisely. You’re finishing tasks while sidetracking to doing the things you enjoy.

                                          4. Set a Timetable for Your Tasks

                                          Like any other habits, procrastinating is a tough wall to break. Replace this habit with another habit. When you’re assigned a task, set a timetable for each step. Let’s say you have a big research task. Here’s a sample timetable:

                                          9:00 – 9:10 am – Set up all your tools, browser tabs, emails, coffee, etc..
                                          9:10 – 10:00 am – Internet research
                                          10:00 – 10:45 am – Look through existing files
                                          10:45 – 11:00 am – Break time!
                                          11:00 – 12:00 pm – Outline the research report

                                          Deadlines are the best hack for getting things done. Setting a specific time to finish a task creates time pressure even if the deadline has passed.

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                                          5. Take It Outside!

                                          Do yourself a favor and don’t ruin the comfy vibe of your home. If you need to work on a stressful project, do it in a library or coffee shop. You’ll never finish it anyway. Your cozy sofa and toasty bed will just lure you into napping yourself to doom.

                                          6. Become Productively Lazy

                                          Instead of finding all sorts of ways to unproductively procrastinate, use your habit to look for shortcuts and new ways to finish your tasks. Staple multiple papers at a time or master the 3-second t-shirt folding technique. A strong drive combined with laziness sometimes bring out the productive and creative side you never knew you have!

                                          7. Assign a ‘Task Deputy’

                                          It could be your colleague, your supervisor, or your significant other, anyone who has the unforgiving guts to reprimand you when you procrastinate. You could go the extra mile by paying up unfinished tasks or times you open your Facebook or watch a funny cat video on YouTube. Let’s see how five bucks every time you procrastinate will change you.

                                          8. Consider a Gadget-Free Desk

                                          According to a study by Kleiner Perkins Caufield and Byers, average users check on their phones 150 times per day and having your phone just an elbow away just creates sizzle to this habit.[3]

                                          Removing mobile devices and gadgets allows you to focus on your work without the constant interruption from notifications, calls, and text messages. It eliminates the very distracting ambiance and the urge to unlock your phone just because.

                                          9. Prepping the Night

                                          Before hitting the sack to oblivion, prepare everything you’ll need the next day. This will probably take you 15 minutes tops, saving you more time for coffee in the morning.

                                          Spin class at am? Pack up your gym clothes, shoes, socks, etc. or better, create a checklist so you don’t miss anything. You can also prep your food into containers and just grab one before leaving.

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                                          10. Do a 7-Minute Workout in the Morning

                                          Exercising is proven to increase productivity and stimulate release of endorphin or “Happy Hormones”.

                                          Take a jog outdoors and get warmed up for the day. Don’t feel like running outside? Hop on a treadmilli. It’s a great investment and there are a lot of ways you can use a treadmill like endurance running and metabolism training. On a budget? Here’s a 7 minute, no-equipment needed workout you can do at home:

                                          11. Set-up Mini Tasks

                                          If you’re given a big project, break it down into mini tasks. Create a checklist and start with the easy ones until you finish. Got an article to write? Just start with the title and the first sentence. Or perhaps you have a visual presentation to make?

                                          Spend 15 minutes on your outline, take five minutes coffee break, then finish the first two slides. Accomplishing something, no matter how tiny, still gives you that sense of fulfillment.

                                          12. Create an Inspirational Board or Reminder

                                          I found these mini desk chalkboards from Etsy you can use to write motivating quotes.

                                          Or you know what? Simply write “Do it now!” and stare at it for 10 seconds every time you feel like dropping by on Reddit.

                                          13. Redecorate Your Room

                                          Redecorating my room motivates me to maintain that ‘new’ look for some time until I get use to it and eventually stop. So I redecorate again and again, it became a monthly habit really. Here are some DIY ideas you can do to any room without spending much.

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                                          14. Ready Your Nibbles

                                          You know that trip to the pantry? It’s just seconds away but it took you several minutes just to get your fruit snacks in the fridge. Before starting a task, prepare your nibbles on your desk to avoid zoning out and losing yourself on the way to the pantry.

                                          Bonus productivity hacks you can do at home:

                                          15. Schedule Your Chores

                                          Write down your chores in a weekly basis with matching day and time when you should be doing these.

                                          For the artsy folks, you can create fun chore charts like these or simply stick the list somewhere visibly annoying e.g. mirrors, doors, TV. The trick is listing as many chores as you can for the week and including unfinished chores the following week. Who likes seeing a long list of chores first thing in the morning?

                                          More Tips to Overcome Procrastination

                                          Featured photo credit: Glenn Carstens-Peters via unsplash.com

                                          Reference

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