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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 January 14, 2019

The Key to Finding Job Satisfaction and Having a Successful Career

The Key to Finding Job Satisfaction and Having a Successful Career

Regardless of whether you hold an entry-level administration role or regularly travel to the ends of the Earth as a hot-shot senior executive, you can still find yourself harboring an emptiness… a feeling that something is missing. A popular assumption that experiencing job satisfaction and a successful career should be underpinned by a well-rounded suite of tangible benefits, no longer holds true for many of us.

We’d never deny health care benefits, appropriate and fair remuneration, bonuses and travel perks in a job package. However, even if served to us on a silver platter, those features can only satiate us to a certain point.

You might wonder what governs entrepreneurs and start-up business owners to quit their lucrative jobs, essentially look the gift horse in the mouth and kiss such benefits goodbye! There can be an irresistible pull to mastermind a business with products and/or services that serve the greater good of community wider than that constituting their daily existence.

Even with research showing entrepreneurship to pose greater threats to their mental and physical health, this unique breed of individuals choose to go against the grain in chasing their dreams of being their own boss. Why? Why would anyone risk this type of career suicide?

Whether you’re an employee, have recently taken the leap to being a business owner or been in business for a while, the commonality is a congenital condition we all share as human beings; to feel a sense of purpose, value and contribution to our community. Despite it being harder to find this for ourselves in today’s world, these approaches will help you achieve ultimate satisfaction through the twists, turns and joyrides that are essential features of shaping a successful career.

1. Search for Opportunities That Feed Your Passion, Not Temporary Excitement

Even though well-intended, the ‘feel good now’ compass that career coaches and consultants often recommend you use to create career satisfaction can actually do you more harm than good. Excitement is transient. It doesn’t last. Passion is the compass you need.

Passion and excitement are two different things. The resounding career legacy that still draws you to turn up on the job regardless of the sunshine or storm that awaits you…that’s passion. It’s like a mental and/or emotional itch you can’t shrug off. Staying attuned to that calling will breed success for you sooner or later. Patience is key.

You’re also likely to have more than one key passion. Beware of getting caught in the notion you have to find your one true purpose. In fact, run immediately from any coach who tells you there is only one. There isn’t.

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Your passion is a journey that can take multiple forms so forget thinking there is the single dream job out there that will give you satisfaction in every way you can imagine. It simply doesn’t exist.

Consider embracing different roles and projects to help you fuel your passion or fuel your pursuits in finding it. Job satisfaction and your career success will be all the more sweeter from a wider range of enriching experiences.

2. Don’t Position Job and Career Satisfaction Assessments as Pivotal Guides to Your Success

Despite their popular use for vocational guidance, assessment tools such as Gallup’s Clifton Strengths and the Myers Briggs Type Indicator have come under fire[1] as being limited to the amount of true value and direction they can offer partakers.[2] These and many other guidance assessment tools (e.g. VIA Character Strengths , DISC ) are self-report questionnaires that don’t have normative population data against which to compare your results.

Simply remember these tools help you develop a stronger sense of what you identify as strengths and weaknesses within yourself, not in comparison with other people. They will still add insight around what sorts of career opportunities, tasks and projects are going to light your fire, what ones are going to extinguish it and what will prod and keep the coals steadily smoldering.

3. Be Clear on Your Personal Values, Ethics and Principles and Choose Relationships That Support You Honoring Them

Teamwork, collaboration, open communication and trust are commonplace for any flourishing work environment. However, whether or not your personal values can be honored in your work can make or break your job satisfaction.

How committed do you want to be to an organization that expects an average of 10 unpaid overtime hours every week under the guise of ‘reasonable overtime’? Are you willing to accept their construing this expectation as ‘strong commitment’ at the expense of your partner and children waiting at home for you? What are your boundaries concerning when you clock on to their time and when you clock off to yours?

Being very in tune with what your personal values, principles and ethics are will bid you well in the job satisfaction stakes. Spending time to reflect on experiences and working relationships you’ve had – the good, the bad and the ugly – will help you make well-informed searches and grounded decisions that will propel your career success.

Finding and nurturing relationships with associates and colleagues who share similar values doesn’t just make your day-to-day pursuits more enjoyable. You become fortunate to work with like-minded people who will support, understand and appreciate you like a second family.

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Being able to honor your personal values in your work means you will still be able to sleep at night when you have to tread where others fear to, and make extremely difficult decisions others would never ever dream of having to make as you forge success in your career.

4. Be Clear on Your Own Definition of What Having a Successful Career Means for You

It’s tempting to get caught up in the ideals and projections of success expressed by those we love, admire and respect. Underneath, we all want on some level to belong to a successful club of some sort.

With research reporting how much money we feel we need to be truly happy,[3] many of us try to subscribe to the notion that having the car of our dreams or taking a European holiday annually will not bring us happiness. The truth, however, for many of us is these tangible rewards are congratulatory reminders of our persistent efforts to chase our career pursuits.

If those are things you aspire to, don’t let anyone steal your desire and want to feel deserving of these things, that those are some parameters by which you define your career success.

Despite consistently being the top revenue earner for two years running, you may not wish to become the sales manager. You may not wish to step out into running your own business even though you consistently excel as an employee, delighting clients and repeatedly receiving glowing testimonials.

Your definition of career success might be enjoying the predictability of a regular workplace routine. You get to leave – without feeling guilty – at the same time each day, love the people you work with and get to spend a good, uninterrupted amount of work-stress free quality time with your family. That picture is also blissful job satisfaction and complete career success.

5. Identify the Sorts of Challenges and Problems You Want to Learn to Overcome

Standard advice you might receive from a career coach might be to look for opportunities where you get to capitalize on exercising your strengths and career-related activities you enjoy.

However, to become a success at anything involves improvement. To excel at anything often involves stepping outside boundaries and comfort zones where others wouldn’t. This means dedicating focus and attention to things you’re not so good at and things you don’t like.

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Here’s where working with a coach can be particularly helpful. Map out the experiences that were unsavory in your working history. Were there challenges you opted out of, projects you failed at or toxic relationships that blasted your sense of purpose and self-worth into oblivion? It’s within these experiences that you might just find the most valuable lessons and guiding lights for your trajectory to achieve greater job satisfaction.

If your natural leadership style is to be a collaborator, finding opportunities that require you to apply a more dictatorial style might be needed. Discussing a secondment or short-term project where you get to develop and test your skills can be a step further in earning contention to lead a larger project down the track.

With several of the company’s boldest personality types penciled to roll out the operation, you’ll not only develop skills that earn your right to throw your hat in the ring; those key players have an opportunity to see your competence. You can then work on building relationships with those stakeholders before you need to hit the ground running should you win the lead.

Greater job satisfaction comes with planning and choosing the lessons and opportunities you want to learn, not desperately flailing, floundering and hoping for the best.

6. Keep Reviewing Your Goal Posts and Be Amenable to Change

The word ‘career’ is indicative of a longer-term pathway of change, growth and development. The journey is dynamic.

You will accumulate new skills and let those you no longer need, become rusty. Your intrigue will be stimulated by new experiences, knowledge and people you meet. Your thinking will continue to expand, not shrink. As a result, your goalposts are likely to change.

A major part of enjoying a successful career is not just setting goals effectively, but regularly reviewing and readjusting them where necessary. However, moving the posts or the target still needs to take place by applying the same processes by which you originally created them. The strength of your emotional connection to those revised goals needs to be the same, if not stronger.

By asking yourself the following questions, you can assure your developmental and growth trajectory is still on course:

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  • Would working toward these goals still allow me to honor my personal values, principles and ethics at the same capacity if not greater?
  • Do the activities I need to undertake to meet these goals honor my highest priorities?
  • Does this feel right for me and those who are nearest and dearest to me?
  • Is this aligned with my passion?
  • Is chasing this goal a right step for me to take now or is this a detour or distraction which could delay my greater plan?

Each of your career goals should have different review periods. Whatever you do, stick to the review schedule you set. It will not only keep you focused but help you see your progress (or lack thereof) and allow you to timely re-chart your course before you get too far down the track. You don’t want to waste time haphazardly heading in the wrong direction.

7. Be Prepared to Let Go

It can be unfathomable to us as to why others risk leaping into the unknown when everything truly appears fine and dandy in the career realm. The company provided stability, recognition, financial success, interesting projects and the promise of a promotion…what was wrong? Why now jump sideways to run a café or train in another field altogether?

Nothing may have been wrong at all. It was all going right. It was just the end of a chapter. Perhaps the yearning for the next step is actually taking a different trajectory entirely. You may want to simply experience a different rhythm. Perhaps it’s time to pursue a different passion.

If you have leaped from employee-land to freelancing or have made the reverse-jump (or you know someone who has), you will have quickly grown a different appreciation for pros and cons each work lifestyle brings. Working for yourself can bring the greater realization of your creativity, whether or not it can be monetized to earn you a living.

When your customers are buying you or a product you designed and fashioned, there is a direct level of appreciation and gratitude that can elevate your confidence in the way you have never experienced as an employee, regardless of your rank.

Similarly, there are times where we need to recognize our business ventures were adventures, not long-term life-changing empires. There are times we need to recognize that time is what provides the clearest limitation of how long we persist for in such pursuits.

We have to recognize the absence of enough financial, mental, emotional and physical breadcrumbs that tells us we’re no longer meant to push in that direction. At least, not for the present time.

The Bottom Line

Above all, keep the momentum. As long as you remain committed to pursuing work opportunities that allow you to honor your highest priorities, the truth of who you are and what you stand for, achieving ultimate job satisfaction and a successful career will never be too far away.

More Resources to Help Advance Your Career

Featured photo credit: Csaba Balazs via unsplash.com

Reference

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