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10 Common Email Mistakes You’re Probably Making At Work

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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 August 25, 2021

      Why Personal Branding Is Important to Your Career

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      Why Personal Branding Is Important to Your Career

      As a recruiter, I have met and interviewed hundreds of candidates who have no idea who they are.

      Without a personal brand, candidates struggle to answer the question: “tell me about yourself—who are you?” They have no idea about who they are, what their strengths are, and how they can add value to the company. They present their CV’s believing that their CV is the key to their career success. In some ways, your CV still has its use. However, in today’s job market, you need more than a CV to stand out in a crowd.

      According to Celinne Da Costa:[1]

      “Personal brand is essentially your golden ticket to networking with the right people, getting hired for a dream job, or building an influential business.” She believes that “a strong personal brand allows you to stand out in an oversaturated marketplace by exposing desired audiences to your vision, skillset, and personality in a way that is strategically aligned with your career goals.”

      A personal brand opens up your world to so many more career opportunities that you would never have been exposed to with just your CV.

      What Is Your Personal Brand?

      “Personal branding is how you distinctively market your uniqueness.” —Bernard Kelvin Clive

      Today, the job market is very competitive and tough. Having a great CV will only let you go so far because everyone has a CV, but no one else has your distinct personal brand! It is your personal brand that differentiates you from everyone else and that is what people buy—you.

      Your personal brand is your mark on the world. It is how people you interact with and the world see you. It is your legacy—it is more important than a business brand because your personal brand lasts forever.

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      I have coached people who have very successful careers, and they come to me because they have suddenly found that they are not getting the opportunities or having the conversations that would them to their next role. They are having what I call a “career meltdown,” all because they have no personal brand.

      A personal brand helps you become conscious of your differences and your uniqueness. It allows you to position yourself in a way that makes you stand out from the pack, especially among other potential job applicants.

      Don’t get me wrong, having a great CV and a great LinkedIn profile is important. However, there are a few steps that you have to take to have a CV and LinkedIn profile that is aligned to who you are, the value you offer to the market, and the personal guarantee that you deliver results.

      Building your personal brand is about strategically, creatively, and professionally presenting what makes you, you. Knowing who you are and the value you bring to the table enables you to be more informed, agile, and adaptable to the changing dynamic world of work. This is how you can avoid having a series of career meltdowns.

      Your Personal Brand Is Essential for Your Career Success

      In her article, Why Personal Branding Is More Important Than Ever, Caroline Castrillon outlines key reasons why a personal brand is essential for career success.

      According to Castrillon,[2]

      “One reason is that it is more popular for recruiters to use social media during the interview process. According to a 2018 CareerBuilder survey, 70% of employers use social media to screen candidates during the hiring process, and 43% of employers use social media to check on current employees.”

      The first thing I do as a recruiter when I want to check out a candidate or coaching client is to look them up on LinkedIn or other social media platforms, such as Facebook, Instagram, and Twitter. Your digital footprint is the window that highlights to the world who you are. When you have no control over how you want to be seen, you are making a big mistake because you are leaving it up to someone else to make a judgment for you as to who you are.

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      As Jeff Bezos, the founder of Amazon, once said, “Your brand is what people say about you when you are not in the room.”

      In her book, Becoming, Michelle Obama writes about the importance of having a personal brand and her journey to defining her personal brand. She wrote that:

      “if you don’t get out there and define yourself, you’ll be quickly and inaccurately defined by others.”

      When you have a personal brand, you are in control. You know exactly what people will say about you when you leave the room.

      The magic of a personal brand is that gives you control over how you want to be seen in the world. Your confidence and self-belief enable you to leverage opportunities and make informed decisions about your career and your future. You no longer experience the frustrations of a career meltdown or being at a crossroads not knowing what to do next with your career or your life. With a personal brand, you have focus, clarity, and a strategy to move forward toward future success.

      Creating your personal brand does not happen overnight. It takes a lot of work and self-reflection. You will be expected to step outside of your comfort zone not once, but many times.

      The good news is that the more time you spend outside of your comfort zone, the more you will like being there. Being outside of your comfort zone is where you can test the viability of and fine-tune your personal brand.

      5 Key Steps to Creating Your Personal Brand

      These five steps will help you create a personal brand that will deliver you the results you desire with your career and in life.

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      1. Set Your Personal Goals

      What is it that you want to do in the next five years? What will your future self be doing in the next five to ten years? What is important to you? If you can answer these questions, then you are on the right path. If not, then you have to start thinking about them.

      2. Create Your Unique Value Proposition

      Create your unique value proposition by asking yourself these four questions:

      1. What are your personality features? What benefit do you offer people?
      2. Who are you and why do people enjoy working with you?
      3. What do you do and what do people want you to do for them? How do you solve their problems?
      4. What makes you different from others like you?

      The answers to these questions will give you the information you need to create your professional story, which is the key step to creating your personal brand.

      3. Write Your Professional Story

      Knowing who you are, what you want, and the unique value you offer is essential to you creating your professional story. People remember stories. Your personal story incorporates your value proposition and tells people who you are and what makes you unique. This is what people will remember about you.

      4. Determine Which Platforms Will Support Your Personal Brand

      Decide which social media accounts and online platforms will best represent your brand and allow you to share your voice. In a professional capacity, having a LinkedIn profile and a CV that reflects your brand is key to your positioning in relation to role opportunities. People will be connecting with you because they will like the story you are telling.

      5. Become Recognized for Sharing Your Knowledge and Expertise

      A great way for you to promote yourself is by sharing knowledge and helping others. This is where you prove you know your stuff and you gain exposure for doing so. You can do this through social media, writing, commenting, video, joining professional groups, networking, etc. Find your own style and uniqueness and use it to attract clients, the opportunities, or the jobs you desire.

      The importance of having a personal brand is not going to go away. In fact, it is the only way where you can stand out and be unique in a complex changing world of work. If you don’t have a personal brand, someone will do it for you. If you let this happen, you have no control and you may not like the story they create.

      Standing out from others takes time and investment. Most people cannot make the change by themselves, and this is where engaging a personal brand coach is a viable option to consider.

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      As a personal brand coach, working with my clients to create their personal brand is my passion. I love the fact that we can work together to create a personal story that defines exactly what people will say when you leave the room.

      Other People’s Stories

      Listening to other people’s stories is a great way to learn. In his article, 7 TED Talks About Personal Branding, Rafael Dos Santos presents the best Ted Talks where speakers share their stories about the “why,” “what,” and “how” of personal branding.((GuidedPR: 7 TED Talks About Personal Branding))

      Take some time out to listen to these speakers sharing their stories and thoughts about personal branding. You will definitely learn so much about how you can start your journey of defining yourself and taking control of your professional and personal life.

      Your personal brand, without a doubt, is your secret weapon to your career success. As Michelle Obama said,

      “your story is what you have, what you will always have. It is something to own.”

      So, go own your story. Go on the journey to create your personal brand that defines who you are, highlights your uniqueness, and the value you offer to the world.

      Featured photo credit: Austin Distel via unsplash.com

      Reference

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