We have all sent an email. In the business world it seems email is the way of fast communication. We can book appointments, inform colleagues of upcoming events or just about anything you can think of. As it is so easy to use, it can also be very easily abused.
You will need to be careful of making mistakes with this form of communication as if mistakes are made they cannot be undone and this could cost you your career, regardless of your position.
Here are the top 5 tips to avoid making such mistakes that will keep you looking like a true professional.
- Check your inbox on a regular basis. When emails have not been checked for some time, you increase the chance of deleting the more important emails as you try to read all of them in a short space of time. You may be miss those that are of a high priority, and need an immediate answer. It could lead to a loss of business or even your position within the company.
- Seperate your business and personal emails. This will remove the confusion of exactly who you are sending emails to and ensure you are not sending personal information to a business colleague or worse, your boss. Always check just who you are sending an email to before hitting the send button. The incorrect person receiving the wrong email is just a click away, and one that cannot be undone.
- Keep it professional. Emails have removed the face to face contact or even phone contact that used to be the norm. The content you put in your email can easily be taken as an insult, regardless of your intention. Be sure to be polite and professional, choosing your words carefully, just as you would if you were face to face or on the phone with them.
- Take your time. There is nothing worse than hitting that send button and remembering you forgot to attach an all important document. It means you have to resend it and this will look unprofessional for not just you but for the company you work for. Not to mention annoying for the recipient of your email. They have to open it twice!
- Keep it confidential. Never include personal information on your emails. Many companies can and do look at the content of your emails that have been sent. A great rule of thumb is to keep your personal life just that and never bring it into the office.
The bottom line is that while email is a great way of communicating in business, we must keep in mind the damage it can do if used incorrectly. Just remember that these mistakes can always be avoided when you take the time to double check exactly what you are sending other people, whether in a professional capacity or personally.
Have you made any bad email choices?
Why not post us a reply below and let us know.
Good luck and remember to be professional at all times.