I think sometimes that social media can be distilled into a much simpler concept: Communication! Tweets and status updates are deceptively simple because readers know has been left out and can read between the lines.
But there is a big “but” involved with this one.
There are still plenty of people who miss the nuances of this type of communication, especially when it gets fast and furious. Have you been cc’d on a group message that turns into 25 replies before you have even had a chance to read it? That experience can make you phobic, but there are simple rules you can follow that make everyone’s days easier.
I want to talk about email because I still see many mistakes when people reach out to me as a blogger. I am not just a writer — I have to promote my work, network, and find new clients too. Chances are likely that I may not be able to respond to your generous offer as soon as you would like.
You can follow these steps below for better communication over email.
People are busy. Think of your own experience — being brief and to the point will get you more responses every time.
Don’t make people think. If you want to set up a meeting, send 2-3 different times that work for you. This makes it easier for the recipient to check their schedule.
Negative statements can be confusing. Rephrase them. Tell people what they should do instead.
There is a wonderful option for Gmail called mail goggles, and it can be found under the labs tab in your settings. It is like a sobriety test for sleep deprived thinking — if you don’t pass then the email doesn’t send. Turn it on for those work sessions at 1 am.
There are some great Apps , like Gist and Rapportive, for managing contacts. Most will give you a picture, social media profiles, and even a bio. It is a great way to remind yourself of who someone is before you send an email.
There are also apps that let you schedule your emails. I prefer Boomerang. Just like social media, there are better times to send emails than others. Avoid getting buried in someone’s inbox by sending it at the right time.
We have a tendency to connect over Twitter and other social networks, which means that email is being underutilized. This is still a good method that allows you to add some personal touches to your communication.
Along with carefully re-reading your text, you need to also read your writing out loud. You will pick up many grammatical errors this way. Nothing is more embarrassing than sending a business email with grammar or spelling mistakes. It just makes you look bad.
Tone is crucial. You have to realize with brevity that you are going to lose context. Re-read your emails — if it feels awkward or confusing then you need to do an edit before hitting send.
WIFM, What Is In It for Me. We may not like using this principle but appealing to the ego works. Make the benefit clear to your recipient when you write. State it explicitly.
Lets talk about spam! If you send emails without regard to your audience then you are likely to be sent to the spam folder. It is okay to have a pre-formatted template — just make sure to edit and add a personal touch before sending.
Email is one of the most effective ways to build a network. Don’t always email your contacts when you need something — also ask about their families or a vacation. After all, they are people too with lives outside of work.
Bill Jensen wrote one of my favorite business survival books, “The Simplicity Handbook.” Much of the book is concerned about how we communicate at work. I recommend downloading this free excerpt , “Communication Tools.” Chris Westfall also wrote an excellent post, “12 Most Unnecessary Email Mistakes,” as did Paul Biedermann with “12 Most Don’t Be a Dumbass Rules for Email.”
What is an email mistake you have made? What did you learn?
Featured image courtesy of Bruno Girin via Creative Commons.
Susan is a copywriter who crafts content strategies that rank. She is also the community manager for Gygax Magazine. She shares information on business, social media, and writing.
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It is also important now a days to design emails for mobile users as many users now access the web including emails from mobile devices.
@nislondon Very true! We also have to design so that anyone can easily read them. Such as newsletters, make sure they are readable to people who have images turned off.
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great tips!! I had no idea there was a tool to find the best time to schedule an email. Also, I think I need the google goggles for text messages :)
@windycitysocial I think there are several apps out there that will help with scheduling emails. I was thinking of using Tout app. I wonder if there is a google goggles equivalent for texts! Let me know if you find it.
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Wow I could use some of these tools at work, don't have the option to put on laptop... Good list, learned, Thanks!
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I can appreciate #9 - Edit for Tone. I've gotten better at it over the years. I have also struggled with brevity. I like to give step-by-step instructions and bullet points. Learned my lesson when people were not responding ;)
But if I do send 3 bulleted questions, I would greatly appreciate it if all three questions could be answered!!
@dbvickery Yep, people need the time to read and respond. Sometimes I have problems if the questions are hidden in paragraphs, or don't have questions marks. I know someone who never asks a direct question. You are just supposed to figure out they were asking something important, instead of telling you.
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Very good advice. It's worth keeping a copy of these tips close by your computer. If more people used them before hitting the 'send' button, we'd all be better off.
@JBTWEETNOTHINGS Totally agree, nothing irks me more than reading a long post that ends up being a pitch for a product I don't need. Let me know in one paragraph, and then I will decided if I am interested or not.
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As a champion of email I love these tips! Especailly #1 and #9 - the golden rules of email.
@AmyMccTobin I am ashamed of how long it took me to understand the brevity principle. It is really the most effective thing I have found to get responses.
