Improve E-Mail Quality

The success of every business, company and organization greatly depends on the quality of its communication. Unfortunately, many people don’t recognize just how important good communication is to attaining desired results- and email etiquette becomes a lost art.

Surveys show that one of the leading causes of dissatisfaction and low productivity at work is due to poor communication, as well as the failure of managers to stress the value of quality communication to their subordinates. Communication expressed verbally or in writing, must be clear, concise and well-delivered to get one’s point across effectively. For example, when sending an email, a top-notch professional must aim for a quality message. This means that he or she must be apply appropriate email etiquette in order to succeed. The old axiom is true - when you write or talk to people, and you are not fully understood, then you are only talking to yourself.

So, why is email etiquette necessary? What makes it so important? Consider these three reasons: professionalism, efficiency and protection from liability. Whenever an employee uses proper email messaging, to convey the correct image, then the reader will sense professionalism not only in the individual, but in the whole company. The more effective and consistent your company’s messaging is, the more clients you will have.

Efficiency is also another major reason why people should practice email etiquette. It is true; a well-written email message can definitely capture attention well and maintain the company’s reputation. Never spam or send unsolicited messages – there is always a danger of viruses and nasty links. Lastly, businesses should adhere to sound email etiquette so that its employees will be aware of the legal implications – especially in the virtual world where a single error can lead to lawsuits. You don’t want that to happen, do you?

Having determined that you want to improve the quality of your email, it’s time to find the most effective email etiquette techniques available. According to Microsoft, you must use simple and straightforward language in your email to avoid misunderstanding. Be friendly without forgetting to be professional. Remember that your reader can sense emotion and often misunderstand the tone of your email. Many emails pour oil on the fire of a misunderstanding. Another good point of etiquette is to limit the topic of your email to the subject at hand. Veering away from your main topic will result in an ineffective email.

Microsoft also recommends that you use the PASS system in writing emails. The letter “P” is all about purpose. Understanding the purpose of your email is the first step toward achieving the outcome you want. The letter “A” in the PASS model means action. This section of your email must align with the purpose. Questions such as who is responsible, and when action must be taken are considered here. The letter “S” stands for supporting documentation and other vital information you might want to attach to your email message. Lastly, the other letter “S” in the PASS model stands for the subject line. Review your subject line and o check if it summarizes what you intend to say. If not, then chances are your email will not be read as it should be by your recipient. Keep in mind that in order to improve the quality of your email, understanding email etiquette will contribute to a better outcome.

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