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75 Common Email Mistakes You’re Probably Making at Work

75 Common Email Mistakes You’re Probably Making at Work

You’ve always wondered, right? Just what kind of mistakes are you making every day with your emails?

Well, don’t worry, I’ve put together this list of 75 common email mistakes so you can see what you’re guilty of. Let’s get started:

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Netiquette

  1. You don’t use basic greetings. Don’t forget to start with “Hello”, “Hi”, “Dear”, etc.
  2. You use ambiguous subject lines or avoid them altogether. State exactly what you want in your subject line and make it easier for people to find your emails later on.
  3. You send every email with the high-priority flag. Only use this when it’s urgent.
  4. You expect people to reply to your emails immediately and send them follow up emails when they don’t. Remember, email is a slower form of communication.
  5. You hit Reply All when you meant to hit Reply. Always check before you send.
  6. You mix up the difference between To and CC. To is for people who need to take action; CC is for people who need to be kept in the know.
  7. You CC hundreds of people when a BCC is more appropriate. Be sure to use BCC when you’re sending general emails to people who don’t know each other.
  8. You close emails abruptly. It doesn’t hurt to say thank you, sincerely, best regards or some other polite close.
  9. Your email doesn’t include contact information. Add this to your signature as soon as possible.
  10. You’ve got a really long signature. Shorten your email if you can, and consider if all that legalese is really necessary.

Writing

  1. You send incomplete emails. Take a few more minutes to finish what you’re writing.
  2. You ask people open-ended questions on email. This can cause discussions that are best had elsewhere.
  3. You use complicated sentences and words that recipients have to look up. Use everyday language.
  4. You use TXT speak, poor punctuation and bad grammar in your emails to your boss. Instead, type full sentences that make sense.
  5. You send emails in ALL CAPS to your colleagues. Stop shouting at me!
  6. You include content in the body of an email when the subject line is a closed-ended question, e.g., “Lunch at one?”
  7. You ask an open-ended question in the subject line and don’t include explanatory content in the body of the email, e.g., “I’m hungry. What will we do?”
  8. You don’t spellcheck or proofread your emails. Hint: those red squiggly lines normally mean there’s something wrong.
  9. Your write lengthy paragraphs and expect people to read them. Instead, write summaries and use bullet points whenever possible.
  10. You think unusual fonts keeps things interesting. Stick to Arial, Times New Roman or your company’s default font. And just use a variation of black; it’s easier to read.

Helping Your Colleagues

  1. You send large attachments and then wonder why other people don’t get them. Save them on the network, use cloud storage or compress them instead.
  2. You don’t send people updates about important projects that they’re involved in. Keep your colleagues in the loop.
  3. You send too many updates about unimportant projects that people aren’t involved in. Just keep relevant colleagues in the loop.
  4. You send emails when you need information urgently. A phone call, instant message or a conversation are all better and faster.
  5. You return to your desk after a break and reply to your emails one by one without checking them all first. You can save everyone time by reading all your emails first.
  6. You send the person beside you an email and then ask them verbally if they’ve received it yet.
  7. You spend hours filling an email with helpful information. Instead, write a blog post or update the company wiki so everyone can benefit.
  8. You send along chain emails because they’re a good way to pass the time. These are best kept for personal email accounts and even then, I’d avoid them.
  9. You hate email chains (that’s fine), and you don’t respond to important ones because you missed them (not fine).
  10. You don’t respect the time of the people you’re sending emails to. Keep your emails short and to the point.
  11. You use email Read Receipts. Most people find this annoying and even rude. Avoid!
  12. You use email to ask people questions, when the answers are available through a quick Google search.
  13. You forget to tell recipients what you want in your email. Say what you want in the subject line or the first line.
  14. You send steamy emails to colleagues that you’re having an affair with. You know the company can probably access your emails, right? Word will get around, so don’t be so unprofessional.
  15. You send steamy emails to colleagues that you’re not having an affair with. Ditto for point 14, with an added serve of sexual harassment charges.

Being Professional

  1. You don’t reply to your boss’s emails. Always reply to your boss.
  2. You swear or forward inappropriate attachments to colleagues via email. Remember that you’re at work before you send.
  3. You mix up personal emails with business emails. Keep them in separate accounts.
  4. You answer emails immediately and outside of office hours. Don’t give people the impression that you’re always available.
  5. You send emails when you’re drunk. Sober up first!
  6. You mistake long emails with being thorough.
  7. You mistake short emails with rudeness.
  8. You send an email to your team and CC the client on it. Keep client communications separate.
  9. You love sending pointless attachments like pictures of your cat, where you went on holidays and what you’re having for dinner. If you must, only send these to friends.
  10. You respond to emails when you’re angry. Count to 10 and take a deep breath first.

Productivity Drains

  1. You receive dozens of (unnecessary) notification emails every day from the various services that you use. Turn these off wherever possible.
  2. You haven’t read the Email Charter. Yes! There’s a charter.
  3. You pursue a Zen-like working environment, within which you focus on one task without stopping to check email. Like it or not, work will arrive through email; have a system for managing it.
  4. You phone notifies you via an audible ding every time you receive an email. Turn this off if you want to keep focused.
  5. You use email as your To-Do list. Keep your To-Do lists separate using apps like Wunderlist, Reminders or Asana.
  6. You constantly stop what you’re doing to see if you have new email. Instead, check email every hour or every other hour.
  7. Your inbox says you’ve 13,463 unread emails and you’re OK about it. Learn inbox zero or go bankrupt.
  8. Email is where your work goes to die. Stop it!
  9. You haven’t implemented inbox zero. This takes an hour or two to learn, but it will save you time.
  10. You practice inbox zero when you’re sitting on the toilet. No, stop that too!

Security

  1. You send passwords and other sensitive information via email. If you have to do this, encrypt the information first.
  2. You use the same password for your email and for all of your other accounts or …
  3. You don’t change your password regularly. Instead, get into the habit of changing your passwords once a month. And track them.
  4. You haven’t enabled 2-Step Verification on your public email accounts. Do this now.
  5. You’re excited to find out you’ve been pre-approved for a US$10,000 credit card that you didn’t apply for.
  6. Despite being warned by your colleagues, you write back to spammers just to be sure.
  7. You forward other people’s emails when there’s sensitive information at the bottom. Read the full chain before you forward.
  8. You don’t use a spyware, virus or adware blocking program. Ask your IT department to install one if they haven’t already.
  9. You give out other people’s phone numbers and addresses via email without their permission. Always check first.
  10. You log in to your email account on a public computer and forget to log out. If you’re going to use your professional email account outside of the office, make sure you are secure.

Email Management

  1. You rely on autofill to populate the address field. Instead, check the contact details are correct before you send.
  2. You send an important email, close Outlook before it finishes syncing with the server and then complain that nobody replied to your email.
  3. You respond to group emails by replying to everybody. Before you send, consider if a reply to one person will do.
  4. You use Gmail and don’t bother learning the keyboard shortcuts. They’re easy to use.
  5. You send file attachments that other people can’t open. Find out what the default applications and file formats in your office are.
  6. Your email isn’t organized into any folders, and you don’t know where anything is. Folders aren’t necessary, but they can help. However, if …
  7. Your email is organized into dozens of folders and you still don’t know where anything is; again, inbox zero can help.
  8. You email around large attachments. Instead, save them on the network, using cloud storage or another collaboration tool.
  9. You make a cup of coffee, put on a set of headphones, close down all your applications and spend an hour typing out that killer email. Don’t treat email like art.
  10. You print out emails and file them carefully in your drawer. That’s what your email archive is for.

Wait, I Thought of One More

You write a list of common email mistakes and realize you still make at least 53 of these mistakes!

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What common email mistakes do you make? Please let me know in the comments section below.

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Featured photo credit: kimubert via flickr.com

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Last Updated on November 5, 2019

5 Learning Management Systems (LMS) for Effective Learning

5 Learning Management Systems (LMS) for Effective Learning

Businesses rely on talent to generate and sell value. Without skilled people to create its products, manage its operations and execute its strategies, a business would inevitably fizzle out of the game and leave better-staffed competitors to take the field.

This is the reason why ambitious companies go great lengths to attract top talent,[1] shelling out millions of dollars in the process and bending traditional work policies just to bring highly skilled but demanding candidates into the fold.

Clearly, the contours of business are changing. But so are the demographics of work.

Millennials have become the dominant generation in the job market in terms of population, and some have already transitioned into leadership roles. Most millennials consider opportunity to learn and grow more important than overall compensation.[2]

Companies also today expect employees to come equipped with razor sharp business acumen.[3] Unfortunately, there is an alarming discrepancy between the actual skills businesses need and those currently possessed by job candidates.

To stay in the game, employers need to continually upgrade their training and skills development strategies to cover the entire employee lifecycle.

What are Learning Management Systems (LMS)?

Learning management systems are software-based solutions for authoring, presenting, consuming, storing, and tracking educational content and training materials. These systems aim to centralize all instructional content (e.g., lessons, training modules, instructional videos, presentation slides, worksheets, online quizzes, ebooks, takeaway notes, etc.) in one place.

LMS enable instructors to design and deliver learning experiences to students, with the added capability of evaluating the effectiveness of the instructional materials and grading the learning progress of students.

On the other side of the equation, learners use LMS to develop skills and acquire new knowledge virtually anytime and anywhere via the different channels and content formats made possible by digital technology.

Over the years, a wide range of features and technologies have been integrated into learning management systems to help enhance the experience of training designers, instructors, and learners. These include cloud and mobile technology, artificial intelligence, responsive design, scheduling, gamification, data analytics, and interoperability with other applications.

5 Best All-Purpose Learning Management Systems

There are dozens of LMS vendors catering to the general market or to specific segments such as K-12 learning, higher education, and corporate training.

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With so many options available, selecting the right LMS solution for your needs can be complicated and costly, especially when you end up adopting a platform that doesn’t exactly match your goals or requirements.

Short of conducting a comprehensive audit of your needs and finalizing a learning roadmap, the safest bet would be to adopt full-featured but affordable LMS solutions.

Based on user reviews, here are the 5 best LMS to help people gain knowledge, build skills, and achieve mastery:

1. Canvas Network

Launched by Instructure as an open source software in 2011, Canvas is an end-to-end cloud-based service originally engineered for the education sector.

Widely adopted for K-12 and Higher Ed learning, Canvas can be repurposed for anything that involves an instructor, a subject matter, and a student.

Used around the world by people of all ages and organizations of all types, Canvas arguably has the largest learning and support community in its class. It works on desktop computers, tablets and mobile phones.

To get a glimpse of the platform’s fresh interfaces, you can visit the Canvas Network, a learning community that provides educational and instructional materials created by colleges, universities, corporate businesses, independent course developers, and other knowledge-sharing entities around the world.

Hosting hundreds of interesting topics from data science to horticulture, the learning network also serves as evidence to the scope, capabilities, and popularity of the Canvas LMS platform.

Canvas is hosted on Amazon Web Services (AWS) infrastructure, which enhances the platform’s reliability, speed, scalability, and overall online performance.

Additionally, platform adopters enjoy a low-risk environment since cloud-based solutions require no hard stops for version updates, upgrades, or system migrations.

The Canvas website does not show a price matrix but says the service adopts a simple formula for computing fees: a one-time implementation fee and an annual subscription fee based on total number of users. It also promises free basic services for teachers who want to use the platform.

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In addition to Canvas, Instructure also offers Bridge (an LMS designed for corporate environments), Arc (a video platform for online learning), and Gauge (an assessment management system).

Check out this video if you want to learn more about Canvas Network:

2. Google Classroom

This free service from Google aims to improve the teaching and learning process using cloud technology, web apps, workflow simplification, and seamless communication between students and instructors.

Using Classroom, educators can easily create and schedule classes, distribute assignments, send feedback, and grade quizzes all in one place. By streamlining processes, Classroom helps teachers save time and organize classes more effectively. Both students and teachers can also work using any device anytime and anywhere.

Classroom works perfectly with other Google tools, having been launched initially as part of Google’s G Suite for Education. This LMS solution taps Google Drive for content storage and distribution, as well as Google Docs, Sheets, and Slides for the creation and sharing of instructional materials. Meanwhile it integrates Google Calendar for scheduling and Gmail for communication.

With G Suite, other communication channels such as chat messaging, video conferencing, and a dedicated website are enabled.

Easy to set up and manage, Google Classroom is free to use. One of my very first courses was actually hosted on Google Classroom.

Going beyond the classroom environment, Google offers G Suite Enterprise for Education for large institutions. This suite provides enhanced search and analytics capabilities as well as advanced tools for enterprise communications.

3. Moodle (Modular Object-Oriented Dynamic Learning Environment)

If budget and capability equally top your list of LMS adoption criteria, then Moodle might just fit the bill. Which is to say there’s none (i.e., bill).

Moodle is a free and open-source learning solution for distance education, workplace training, flipped classrooms, and other pedagogical environments.

It is also a full-featured LMS supported by a robust community and a thriving developer ecosystem. Not surprisingly, Moodle is used in more than 15 million courses by more than 130 million users in 230+ countries.

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Among other things, Moodle enables administrators and educators to create a dynamic and dedicated website to host organic, easily accessible, and highly customizable courses that can be experienced on desktops and mobile devices anytime and anywhere.

Moodle provides a personalized and intuitive dashboard as well as a host of collaboration tools for content designers, teachers, and learners. A universal calendar, an efficient file management system, an automatic notification system, multimedia integration, and a progress tracking tool all come with the package.

Check out this video if you want to learn more about Moodle:

4. Absorb

This platform recently bagged PC Magazine’s Editors’ Choice Award for Best LMS.

Co-designed and built by former course authors, Absorb takes learning experience to the next level. This turnkey LMS solution is responsive, full-featured, and highly customizable for maximum impact.

Course developers can orchestrate a wide range of experiences depending on audience or learning situation. In addition to surveys, polls, and e-commerce integration, Absorb supports formal online learning and certifications standards such as AICC, SCORM, and Tin Can.

The user interface can also be modified to match the learner’s location, group, or department, allowing for a different look and feel for customers, channel partners, management trainees, and newly hired employees.

Absorb supports all personal computing devices from desktops to mobile phones. There are also native or hybrid apps for iOS and Android.

The only possible drawback to the platform’s powerful feature set is its pricing. The service reportedly implements a flat, one-time setup fee depending on your business and training requirements. According to the site, any plan comes with a dedicated success team for your account.

Although small companies are welcome to try, midsize to enterprise-scale organizations are probably the best segment to readily adopt this LMS solution.

Take a look at some examples of Absorb in this video:

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5. Watershed Collaborative

Created by a group of educators, this nonprofit rethinks the priorities of an LMS, asserting that too many systems miss the most essential elements of what makes learning stick. They promise a better user experience – emphasizing Learning before Management and System.

Watershed aims to support an inquiry-based learning experience through an integrated mix of online and in-person learning strategies and interactions designed expressly for teams – including collaboration, reflection, and dialogue.

While Watershed was founded initially to serve the K-12 education market, the company has since expanded its scope to cater to all types of teachers and learners with its video-rich, state-of-the-art platform.

If you’re a mission-driven educator, content creator, institution, or business, this LMS may be the one for you.

Watershed specializes in assisting you with the instructional design of courses and provides content production services to ensure top-quality video assets with lasting value. Their LMS makes it easy for course creators to continuously update and tailor content to support small and large groups, while ensuring the technology and instructional strategy supports communities of learners.

Pricing varies based on products and services, but revenues support the nonprofit’s ability to make its platform and courses available at little or no cost for high-need educators and educational settings.

Honorable Mentions

There are dozens of LMS vendors in this growing market and the brands included in foregoing list are by no means the only viable options for companies or learning institutions looking to upgrade their learning infrastructure.

Many other excellent services are worth checking out. These include:

  1. Docebo is an LMS designed for hyper-engaging students, employees, customers, and other learners. The system helps organizations identify and resolve competency gaps with strategic learning interventions.
  2. Cornerstone OnDemand is a talent, training, and performance management solution offered as an SaaS (Software-as-a-Service). This service enables learners to create personalized playlists of instructional content.
  3. Lessonly is an LMS solution that makes it easier to recall and reinforce whatever skills or knowledge you have learned through quizzes, coaching, and constant practice.
  4. Skillsoft is an online training and corporate learning platform developed by a two-decade old and billion-dollar company with the same name.
  5. D2L BrightSpace is a learning management system that has all the basics for delivering excellent, rich-media experiences for classroom or workplace training.

Conclusion

There are many ways to learn but some are more effective and meaningful than others. Whether you are a teacher looking to enhance classroom learning or an HR manager creating a long-term talent development plan for employees, the key to impactful learning is to understand and bridge the needs of learners, the goals of your institution, and the actual capabilities of the learning tools you are considering.

Note that using multiple LMS platforms is possible although not recommended. On the other hand, adopting other learning solutions beyond LMS (such as podcasts, mentoring, and onsite in-person workshops) may significantly improve learning outcomes. Always go for products and plugins that seamlessly integrate into your core LMS tool.

Featured photo credit: Unsplash via unsplash.com

Reference

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