Email Communication Management

How to manage our communication via emails?

Email is just a tool. What we are really trying to achieve through emails is – ‘Effective Communication.’

And to achieve that, we must follow these three basic principles of effective communication –

1. Every individual is unique and needs to be communicated with uniquely for maximum efficiency.

2. As the sender of the message, it is your responsibility to ensure effective communication and drive expected results/response.

3. Effective communication is based on facts, not assumptions.

Based on these principles of effective communication, following are a few tips that you must keep in mind when writing emails at work –

1. CUSTOMIZE your messages.

  • Don’t use jargons. Use the language that your Readers would easily understand. Keep it simple and direct. Especially when you are writing to someone outside your company, be sure not to use your company’s internal lingo or colloquial phrases.
  • Think about it from the Reader’s point of view. After all, the message is for them to understand, not just for you to send. So, before sending it, ask yourself this question – How would the reader interpret your message? Make changes, if necessary.

2. Take full RESPONSIBILITY.

  • For clear accountability, instead of directing the message to everyone or all, mention specific names against each task. People are more likely to take ownership of direct responsibilities than group responsibilities.
  • Sometimes making a quick call makes more sense. For example, if there is a lot of confusion regarding small details, first make a call to get all the details right and then draft the formal email. This would help you save the time and energy of both you and the Reader/receiver.

3. Focus on FACTS.

  • In case of ambiguity, get clarification first. If you don’t understand an email, it is always better to ask the right questions to get complete clarity, instead of assuming something and sending an inappropriate reply.
  • Make it a habit to re-read your emails before clicking on send. Spending your time and energy in proof-reading your emails before you send them is much better than trying to damage control later. Plus, damage control is not always possible.

Following these tips will help you manage your overall email communication more effectively.