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10 Common Email Mistakes You’re Probably Making At Work

10 Common Email Mistakes You’re Probably Making At Work

There are times when we start to become too comfortable at work. We may not dress as sharp or adorn our offices with personal items that may not be always appropriate. One sign of being too comfortable at work is to become lax on your emails. Here are some email mistakes you may be making.

1. You’re not holding up your end of the bargain

Some people go through a lot of trouble crafting emails that contain a lot of information. If you’re answering those emails with a single sentence then you’re really not holding up your end of the bargain. Answer emails with the appropriate amount of information otherwise people will know you’re figuratively phoning it in.

2. Your emails are full of typos and colloquialisms

If you respond to an email and it says, “sure thing bro, i will b at the meeting by 9. see u there,” that’s probably the wrong way to do it. Even in business environments that are more laid back, it’s important to keep your business communications professional. You never know when you may accidentally send it to someone who isn’t okay with communications like that and you get in trouble. It may take a few extra seconds but it’s better than calling your boss a bro. That’s not cool.

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3. You’re adding smiley faces to your emails

email mistakes

    You may think it’s cute and helps denote the tone of your words, but 44% percent of people believe it’s wildly unprofessional to put smiley faces in business emails. Since that’s nearly half, that means you essentially have a 50/50 shot at sending a smiley to someone who won’t appreciate it. Do yourself a favor and simply don’t.

    4. Your OOTO messages are too rude

    When you’re out of the office, you may leave messages in a hurry so it may be short and gruff. You may not mean any offense or rudeness by it but unfortunately text doesn’t have a tone of voice. Take the extra few seconds and concoct an OOTO message that is appropriate and friendly so people don’t think you’re being mean. It’s a problem that’s easily avoided and solved.

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    5. You don’t leave OOTO messages

    One big mistakes you can make is not handling the emails that come in when you’re gone. If there’s an emergency, someone emails you, and you don’t leave an OOTO message, someone is going to think you dropped the ball. People get downright mad when you don’t let people know you’re out of the office.

    6. You send emails before reviewing the entire conversation

    These days, emails are shown in threads rather than individual responses. Sometimes you may look at the first email and not notice that there are other replies. If you miss them and respond to an email you may end up answering a question or request that’s already been answered. Aside from being embarrassing, it’ll also cause people to question your competence.

    7. You forget to send the attachment or send the wrong attachment

    This one is easy enough to do and everyone does it every now and then. If you plan on sending files along with your email, you have to remember to add them to the email. Not doing so can make others angry at you, gum up the work flow, and even cause more problems if you send it at the end of the day, forget the attachment, and don’t find out until the next day! It just takes a little bit of brain power so don’t forget!

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    8. You failed to include a basic greeting

    email mistakes

      You wouldn’t believe the effect of saying the word “hi” or “hello” when sending an email. Think about it in real life. Would you walk up to someone randomly at work and just telling them stuff? Of course not, you’d said hi or find a way to get their attention first. Emails work much the same way. When you don’t include a greeting, it’s considered rude which can cause problems even when there isn’t one. It’s just a few keystrokes, don’t forget to include the hi!

      9. You don’t use BCC or CC correctly

      In an email there are three fields. There is the main contact box where you put the subject in the email. The CC is the carbon copy and those people will receive a copy of the email and the original recipient will know that the other people have been CC’d. BCC is called a blind carbon copy. People in the BCC get a copy of the email but no one else will know that person got a copy of the email. Don’t use this too often because if people find out that others can see these communications then you’ll be the office snitch. Being a whistleblower can be all good but being the office snitch isn’t.

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      10. Your tone in your email is all wrong

      Text does have a tone. The problem is that the tone is dependent on the person reading it but it doesn’t always have to be. The way you craft your sentences guides people on how to read it. If your sentences are gruff and frank then people will assume you’re communicating in a gruff and blunt manner. Take a little extra time to write full, descriptive sentences so people don’t think you’re being a jerk. It’ll go a long way.

      Pretty much all email mistakes are simple mistakes that are easy to fix. All it requires is a little bit of attention. Communication is important in all forms and that includes electronically. Just keep it smooth and professional and you’ll anger the least number of people.

      Featured photo credit: On Sugar via media4.onsugar.com

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      Joseph Hindy

      A writer, editor, and YouTuber who likes to share about technology and lifestyle tips.

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      Last Updated on November 5, 2019

      How to Use Visual Learning to Work More Effectively

      How to Use Visual Learning to Work More Effectively

      Knowledge is essential to become successful in life, your career and your business. Without learning new concepts and becoming proficient in our craft, we cannot excel in our chosen careers or archive knowledge to pass down to the next generation.

      But content comes in various forms, and because how we learn influences how much we know, we need to talk about learning styles. This article will focus on how to utilize visual learning to boost your career or business.

      The Importance of Knowing Your Learning Style

      Knowing your learning style enables you to process new information to the best of your ability. Not only does it reduce your learning curve, you’re able to communicate these same concepts to others effectively.

      But it all starts when you’re able to first identify the best way you learn.

      As a college student, I soon figured out that taking online courses without visual aids or having an instructor in front of me led to poor retention of concepts.

      Sure, I got good grades and performed excellently in my online exams. However. I discovered that I couldn’t maintain this performance level because I forgot 80 percent of the course content by the end of the semester.

      There are several types of learning styles known to mankind. To give an idea of how visual learning stacks up against other learning styles, here’s a brief mention of some of the different types of learning styles we have.

      The four most popular types of learning styles are:

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      • Visual learning style (what this article talks about).
      • Aural or auditory learning style (learning by listening to information presented).
      • Verbal or linguistic learning style (learning that involves speech and writing).
      • Tactile learning style (learning by touching and doing)

      But for the purposes of this article, we will be focusing on using visual learning to boost your career or business.

      How to Know If You’re a Visual Learner?

      When it comes to boosting your career, business (or education), a visual learner is one who would most definitely choose shapes, images, symbols, or reading over auditory messages.

      I’m talking about preferring to read an actual map when navigating to a new place over listening to verbal directions. I’m talking about discovering that you actually have trouble remembering what your manager said at the meeting because there were no graphs or illustrations to support the points raised.

      Most people who struggle with learning probably aren’t leveraging their best learning styles. The earlier you identify how your learning style can boost your success, the less struggle you will encounter with processing new information throughout your career.

      However, visual learning in particular CAN 10x your career or business whether it is your preferred learning style or not. And here’s why:

      Several studies have arrived at the conclusion that the brain retains more information with the help of visual aids. In other words, images are directly processed by our long-term memory which helps us store information for longer periods of time.[1]

      While some lessons can be performed orally, several concepts can only make sense if you have an image with an explanation of sequences (i.e learning about the human DNA).

      Visual learning does use a different part of the brain and visual cues are processed by the part of the brain known as the occipital lobe.

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      By engaging more parts of the brain during learning, you’re able to have a fuller understanding of concepts and facilitate better interaction with your immediate environment.

      How to Use Visual Learning for Success

      Here’re 4 ways to use visual learning to boost your career or business:

      1. Bring back the to-do list. Then add shapes and colors to boost productivity.

      We live in an age where computers have taken over virtually every aspect of productivity and most human functions. But written lists are making a comeback, and with an endless number of important tasks to complete, having a to-do list of tasks in order of importance can improve your productivity.

      While coming up with a list is initially challenging, adding colors and shapes to written lists that you personally write and manage gives you an extra layer of assurance and boosts aids recall so that you actually get stuff done.

      I have tried this technique in my work as a registered nurse and discovered that adding shapes and colors to to-do lists helps me delegate tasks, recognize where more work is needed, and makes it easy to cross off completed tasks at the end of the day.

      2. Add graphs, charts and symbols to your reports.

      Yes, it seems like more work cut out for you. However, graphs enable you monitor the heartbeat of your business.

      Graphs and charts help you trend your finances, budget, and pretty much any data overtime. With the help of free and premium software available on the market, it has become easier to take plain data and in a matter of seconds, have relevant information displayed in different shapes and images.

      As an entrepreneur, you can make predictions and allocate funds wisely when you’re able to see whether your efforts are rewarded. You can use colors and charts to delegate actions to members of your team and track performance at the same time.

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      And when broken down into monthly, quarterly, bi-annual or annual goals, graphs and charts communicate what ordinary text cannot.

      3. Effectively brainstorm with mind-mapping.

      Mind-mapping is not new but I don’t think it’s been talked about as often as we do to-do lists.

      With mind mapping, you’re organizing information accurately and drawing relationships between concepts and pieces from a whole.

      Think of a mind map as a tree with several branches. For example, the tree can symbolize healthcare while each branch stands for nursing, medicine, laboratory science, and so on. When you look at nursing, you can further branch out into types of nursing; pediatric, women’s health, critical care, and so on.

      It’s an interesting relationship; the more ideas you’re able to come up with for your chosen subject, the deeper you get and the stronger the association.

      Mind maps really show you relationships between subjects and topics, and simplifies processes that might seem complicated at first glance. In a way, it is like a graphical representation of facts presented in a simple, visual format.

      Mind mapping isn’t only limited to career professionals; business owners can benefit from mind mapping by organizing their online learning activities and breaking down complex tasks into simple actions so that you can accurately measure productivity.

      4. Add video streaming to meetings.

      What if you could double the productivity of your team members by video streaming your meetings or adding flash animation to your presentation at the same time?

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      When you offer video as an alternative method of processing information to colleagues, there is a greater chance of retaining information because we recreate these stories into images in our minds.

      For organizations that hold virtual meetings, it can also be an effective way to enhance performance during if people can see their colleagues in addition to flash animation or whatever form of video is provided during the meeting.

      Is Visual Learning Better Than Other Learning Styles?

      No, that is not the point. The goal here is to supplement your existing dominant learning style with visual learning so that you can experience a significant boost in how you process and use everyday information.

      You might discover that understanding scientific concepts are much easier after incorporating visual learning or that you’re able to understand your organization’s value when projected on a visual screen with charts and graphs.

      The overall goal is to always be learning and to continue to leverage visual learning style in your career and business.

      More About Learning Styles

      Featured photo credit: Unsplash via unsplash.com

      Reference

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