The Corporate #Email Etiquette
The corporate world is a jungle of sorts. It's an jargon amazon, waterfall of business theories and flowerbed of stereotypical conversations. (Read: water cooler)
At some point of time, we are all accused of using one too many a jargon and playing too safe on emails, or pushing for rudimentary stuff, which isn't accepted among a lot of the teams/divisions.
Let's be honest, there is no 'hard and fast' rule to e-mails in particular, however being cordial and empathizing with the person on the other side is a good place to start. Alas! That too can be construed in a wrong manner.
There are a couple things we could keep in mind, to stay sprightly clean at work and add an element of surprise as well!
Addressing People on E-mails: It's extremely important to address people on an e-mail, with possible greetings of the day/night, depending upon the time on the clock. Furthermore, as trail mails continue and longer threads are created, acknowledging X and Y person for a task becomes ever so essential. Also, running conversations on an e-mail thread, minus any action item against an individual's name, needs to be strictly avoided. Let's keep the e-mail trail, clear and concise.
Single Word Responses: Not a necessity to be followed, however single word responses are seen as party poopers in the celebration of receiving an e-mail. Common words like Sure, Yes, Got It, etc. are appreciated on chats and messengers, however on e-mails, can be extremely putting off. Let's try to ensure that we acknowledge a long e-mail/meeting invite, with a minimum one liner, appropriately acknowledging the intent. Also, give it a thought! Do we really need to respond on it? It can save a lot on the carbon footprint angle.
Highlighting Important Points: Color coding, emboldening and underlining are some of the good practices, however using them sparingly and within the right e-mail is essential. Using all of above, in one particular e-mail, can put off a lot of e-mail recipients. Exercise caution!
The Sir/Madam Conundrum: This is extremely cultural specific and has sentiments attached to it. British and European cultures, along with cultures in South East Asia (SEA), promote the use of titles, while addressing seniors. This might not be the case for individuals in the US or Canada. Expectation setting can be done here, by having a quick conversation to understand cultural aspects and look to meet at a common ground. #staysafe when it comes to dealing with cultures!
E-mail Attention Span: The chances are everyone receives close to 100-200 e-mails in a working day. Lot of the e-mails, could also be pesky marketers selling services/products. Ensure that your mails are crisp, like a notice on a bulletin board with bullet points, in case the message to be conveyed is a long one (generally, Minutes of the Meeting). Keep the core messaging understandable for all, and avoid jargon hammering.
Segregate E-mails for Personal Benefit: Professional and personal emails require proper segregation. Thanks to Outlook rules and techniques this is easy to do. Avoid mixing these types of mails. In certain cultures, it is a good practice to send out season's greetings, as a mark of respect. #bewary of how well you know the person. Birthday and anniversary e-mails, could either be rationed or tabbed upon.
Enjoy the Process: For a lot of old timers and beginners, e-mails hold a charm, and the amazement, lies in using it in the best possible manner. Using it to one's advantage is advised. If e-mail trails, get too long and tedious to respond to, it's always better to pick up the phone and speak to the individual(s). (Remember: Carbon Footprint!)
These are just couple of pointers to ponder upon next time, one drafts an e-mail. There are so many rules and folders to explore, that can make life at the office much, much easier!
Make sure that e-mails contribute to making tasks smoother and execution of work, a breeze!
#corporatejunglesrules by @harryrockerz
Comments