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10 Email Mistakes Everyone Should Avoid

10 Email Mistakes Everyone Should Avoid

The way in which Email is used nowadays has changed drastically with the introduction of smartphones and tablets. Many people have moved away from the formality of letter-writing styles in Email to more conversational Instant Messaging uses. However, especially within a Work Environment, it is necessary to make sure you fulfil a certain criteria in order to maintain professionalism. Here are some of the Email mistakes that people make often to really consider.

1. Use greetings and closings.

Too often we are caught off-guard with an Email, and try to respond as quickly as possible by just sending back the information they’ve asked for. However, common courtesy still applies to Email! Make sure you address the person correctly, be it ‘Dear Mr. Miles’ or ‘Hey John,’ —depending on whether it is a colleague, someone you met on a training course, or a client—and make sure you tail off the Email correctly, too. Not only does this help people decipher where the Email starts and stops (especially if you’re Email client shows previous conversations), but it also keeps a little formality and professionalism associated to your persona. People are likely to take you more seriously.

However, especially with closings, you can be a little less formal with these and actually use them as part of the conversation. Consider the following: ‘Thanks for passing on that Information,’ ‘Good luck in your endeavours,’ or ‘Look forward to seeing you next Tuesday.’ All of these don’t necessarily sound as formal as ‘Yours Sincerely,’ or ‘Yours Faithfully,’ but still have the closing appeal of a letter, and offer some form of conclusion to the message you have been writing.

2. Subject is key.

The Subject of an Email is often overlooked, yet it can have such an impact on the delivery of the rest of the message. It is the first thing a person sees regarding your communication, and thus can be used to such a great benefit. You can outline the basic contents of the message, perhaps add a sense of urgency (a deadline to respond), or simply mention that it doesn’t necessarily need to be replied to.

You can guide the way in which you want the recipient to use the email, and by giving them an overall breakdown of the Email can make the contents a little easier to digest. Also, if you have previous conversations, or it is a group email, it can become very confusing if topics of conversation change but the subject line does not: an Email regarding Sales labelled as Human Resources could become very confusing.

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3. The opening paragraph outlines the content.

In your opening paragraph of an Email, always outline the content of the rest of the Email (especially if it’s a long one). This acts as a quick introduction and helps the reader guide through the rest of the content. It also quickly outlines the important information you want the reader to take from the Email. For example, you may open with:

Hey Fred,

I’m just sending you an Email to give you an update of our takings from Q1, and wanted your opinion on the findings.

On the whole, we managed to take…

If this Email was intended to just give information, Fred may not have taken a more critical approach to the figures. However, in asking for his feedback and opinion prior to giving the content, he is likely to read the information more critically and attempt to absorb more of the information. The easiest guide to the opening paragraph would be: Greeting – Outline Content – Desired Outcome. This not only helps the reader, but it helps you plan the content of the Email you are writing, too—so, all in all, is a bit of a win-win.

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4. Play to your audience.

This is very similar to the Tip 1, but more regarding the context of an Email. One of the biggest Email mistakes I’ve seen—especially with regards to my University studies—has been when people Email their professors in the following manner:

Hey John,

Can u send me the feedbaxk?

Thx Rick

Now, although University is probably not a great example due to the informality of many nowadays, there is still a line between informality and disrespect. Depending on who you are talking to, it is necessary to make sure you are communicating in an appropriate manner. If it’s a colleague you get on well with, by all means adapt a more informal stance but remember that if your communications are professional, keep them in a professional manner. This can lead to difficulties in working relationships when the confines of the working environment and the friendship become blurred.

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5. Recognise when Email is and isn’t right.

Sometimes a good old face-to-face chat is really what’s needed. So many times I have seen in the industry people using Email to send negative feedback, or even to tell someone of their redundancy—this just does not sit right within my ethics. If you need to deliver bad news, constructive feedback, or are looking to connect with colleagues and networks, then an email is not the right way to do this. If not face-to-face, maybe a quick phone call, or a handwritten memo. There are different ways to deliver different messages, so maybe experiment until you find one you find works and are comfortable with.

6. Know when to say LOL (and other chat language).

This is never right, in my personal opinion. I’ve always been a firm believer in the full use of the English language, and that abbreviations are just a lazy-man’s way of writing. The only time chat language is somewhat acceptable is via SMS. An Email is a formal form of communication, much like a letter, and thus always make sure you use correct language, and spell-check before you send. Not only that, but some people may not be aware of certain abbreviations, or may find it difficult to understand chat language. To make sure your communication is consistent and comprehendible, make sure you use correct grammar and spelling.

7. Double-check before you send!

Everyone can admit that at some point they’ve sent an Email to the wrong person by mistake, and waited anxiously for the response. Always check you’re sending it to the right person, that you’ve spell-checked, and that your subject is correct! So many times people send Emails with ambiguous subjects, or completely irrelevant people CC’d into an Email. Always check—and if you’ve noticed a mistake just as you’ve clicked send, check out the tip at the end of this post if you use Google Mail (it might save you in future!)

8. CC/BCC?

There are times when people need to be added to Emails in order to keep them up-to-date, or simply just for continuity. However, always think before you CC (Carbon-Copy) someone into an Email. Is the recipient likely to feel nervous of seeing someone else being sent the same Email? Most of the time if an Email is directed at a sole person, it can seem somewhat unprofessional to CC someone into the Email rather than using BCC (Blind Carbon-Copy). A great example would be in sending out a press release to your various contacts, you don’t necessarily want other firms to know that you’ve been sending the same information to them, and most of all to retain professionalism you should not be sharing these email addresses with competitors. Always think before you send—what impact will this have on the recipients of the email?

9. Reply-One? Reply-All!

Did you mean to send the whole department that Email? This is such a big blunder regarding group mails. Make sure you only hit Reply All if all need to hear about it. If it’s just regarding a catch-up on your holiday request, I don’t think everyone really needs to get involved. Always review who really needs to receive the Email in any case. The only times the whole department or a large group of people really need to receive an email are: any form of internal change which affects everyone, updates regarding performance or financial situations, company-wide announcements, or generalised feedback to departments. Plus this style of Email, if used constantly, can begin to make a team feel detached from the other members of the organisation and can actually decrease morale.

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10. I’M URGENT CAUSE I’M CAPITALS

Never, ever (I mean it) use Caps-Lock in a professional Email. No matter how urgent the Email is, the use of Capitals is often a highly expressive form of communication, detracting from the professionalism of a work Email. Plus, in regard to your own image, it comes across as somewhat childish in manner, and can have an impact on your own reputation.

Top Tip: Cancel Sending Emails in Google Mail

If, by unlucky circumstances, you do end up sending an Email with some incorrect information or the wrong person copied in, within Google Mail you can actually cancel an email up to 30 seconds after you clicked send. To do so, you need to go into Google Labs and enable the Undo Send button. And while you’re at it, why not check out the other features of Google Labs that you might find useful.

Featured photo credit: Unsplash via ununsplash.imgix.net

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Kerim Hudson

Unemployed

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Last Updated on September 20, 2018

How to Be Happy at Work and Find Fulfillment in Your Career

How to Be Happy at Work and Find Fulfillment in Your Career

If you’re going to spend 1/3 of our life at work, you should enjoy it, right?

Trust me, I know that’s easier said than done. Difficult coworkers, less-than-desirable tasks, or even just being in the wrong position can all lead to a lack of enjoyment and fulfillment in your work.

But what if I told you it doesn’t have to be this way? Or better yet, if you struggle with all of the above (and then some), what if I told you that enjoying your work and finding fulfillment regardless of those obstacles is possible?

Don’t believe me? I don’t blame you because I was there too. Before implementing the tips below, I struggled to get through each day, much less find real fulfillment, in the office. Now, even after the toughest days on the job, I still come away with feelings of pride, accomplishment, and fulfillment. The best news is, so can you.

If you’re ready to make those hours count and find happiness and fulfillment in the office, then read on to find out how to be happy at work and find fulfillment in your career:

1. Discover the root(s) of the problem

For this first step, we’ll need to think back to 8th-grade physics (humor me). We all know Newton’s 3rd law, “for every action, there is an equal and opposite reaction.” When you think about it, the same can be said outside of physics, and we see this law play out in our daily lives, day after day.

Simply put, all the issues we deal with in the office (and life in general) affect us in a noticeable way.

If you’re appreciated at work, like the work you do and receive frequent praise, promotions, or raises, then this will probably have an altogether positive effect on your life in the office.

But what if we reverse this? What if you feel under appreciated, get passed up for promotions, or get denied raises? This is sure to affect the way you feel at work on a negative level.

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So, before you can implement the steps of feeling happy and fulfilled at work, we first have to discover the reasons why you don’t feel that way already.

Think about it, write a list, or make a mental note. Run through all the reasons you’re dissatisfied in the office, and don’t hold back. Knowing the exact obstacles you’re facing will make overcoming them that much easier.

In fact, as a side-challenge to this article, I recommend picking the top three reasons contributing to your dissatisfaction at work and using the following tips to tackle them.

2. Practice gratitude for an instant uplift

Did you know the simple act of feeling grateful can increase your happiness and make you more fulfilled at work?[1]

Well, it’s true, and it’s scientifically proven.

Dr. Lisa Firestone notes that practicing gratitude “reminds us of what we lacked in the past.” Meaning, it serves as both a boost to happiness and a bit of a wake-up call that things have been or could be, much worse.

Trying to conjure up feelings of gratitude can seem almost impossible when your work situation seems bleak, but hear me out: There are incredibly easy ways to get started and it doesn’t involve trying to “force” yourself to feel grateful about things that stress you out.

For an instant pick-me-up, try this:

Find a loose piece of paper, a blank sticky note, or anything you can write on, be it physical or digital. List just three things that you are absolutely without-a-doubt thankful for in your life.

Now here’s the trick: Don’t just list what you’re grateful for, you have to list why you’re grateful for them, too.

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For example, simply saying “I’m grateful for my kids” will probably make you feel good, sure, but what if we could amplify the warm, fuzzy feeling into real, lasting motivation?

Instead, write the reason you’re so thankful for your children. Is it because they make you laugh and forget about other stressors? Or maybe they help to remind you of why you go to work every day in the first place?

Whatever your reasons may be, jot them down and keep your list somewhere you can see it while you work. A quick glance at your gratitude list throughout the day can provide powerful, positive motivation to keep going.

Bonus:

If you can find just three things to be thankful for that specifically relate to your job, and list why those things make you grateful, your list can also help you find fulfillment in your work itself which can give you an even bigger boost of positivity throughout the day.

3. Take meaningful time for yourself

We all know creating a strong work-life balance can be crucial to feeling satisfied in our jobs, but rarely do we ever address how we’re spending our time outside of work.

Many of us survive a 9-hour work day and commute home only to find ourselves busy with our personal to-do lists, running a household, and taking care of a child (or 2 or 3, and so on).

If you spend all your time working, whether in the office or within your household, you’re going to feel drained at some point. This is why setting meaningful time for yourself every day is highly important.

Look, I get it: I don’t know anyone in the working world who can shun all responsibility for a 3-movie marathon or happy hour with friends whenever they feel like it. But finding time for yourself, be it just 30 minutes to an hour, can really make a difference in how you feel at work.

This works because you’ll have time to actually relax and let the day’s stress melt away while you enjoy something just for you. The to-do lists and stressors will still be there after you’re refreshed and ready to tackle them.

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No time for me-time? Try this:

If you have a busy household, you’ll need to capitalize on a block of time you know will be completely uninterrupted. The easiest way to do this: try waking up 30 minutes to an hour earlier than usual (or push bedtime back an hour if you’re a night owl, like me) and take time to do something you enjoy.

This could be reading with a cup of tea, catching up on Facebook, spending time on a passion project—anything! As long as it’s meaningful to you, it works!

Bonus:

Starting your day with meaningful time for yourself can set you up to have a positive mood that lasts well into office hours, and having your me-time in the evening can give you something positive to look forward to during the day.

4. Get productive and feel accomplished

Don’t you just love the feeling of checking the last item off of a hefty to-do list? That’s because self-motivation can be a huge driver of positivity and success.

When we accomplish something, no matter how small, it makes us feel good, plain and simple. Applying this tactic to your daily work can be the motivator you need to find fulfillment during the daily office grind.

While there are tons of steps to get more done at work, I’ll share my personal favorite: Prioritizing.

Now, many people handle prioritizing differently. Some like to tackle the little tasks first so they can spend focused time on the big to-dos. Others like to knock out the big items first and get to the smaller ones when they can.

No matter which camp you’re in, you may be missing one crucial step: Time management.

So how’s this work? When you factor in the amount of time your priorities will take, it can transform your productivity ten-fold.

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Say you have three top priorities for the day. You might jump into the smaller ones or the bigger ones depending on your preferred method, and then find yourself out of time and bringing work home with you at the end of the day.

This is prevented when you factor in time. Knowing how long each item will take, or deliberately setting specific blocks of time for your priorities can help you accomplish more in the same 8-9 (or 12) hours that you typically spend at work.

Try this:

Take a look at your priorities and consider how long they should take. Pop into your Google calendar (or Filofax, whatever works for you) and schedule time to work on your priority items around any important meetings or events of the day.

The most important thing to remember is to stick to your dedicated time.

Often, when we know exactly how long we have to work on something (and honor this time limit), we’re motivated to get more done on time to avoid taking work home at the end of the day.

The bottom line

There’s no need to waste 1/3 of our lives feeling unsatisfied at work. Luckily, you now have the tools to get started, take back your time, and become happy and fulfilled at work again.

The only question is — which tip will you try first?

Featured photo credit: Ellyot via unsplash.com

Reference

[1]Psychology Today: The Healing Power of Gratitude

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