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Email Communication

At the end of the presentation, my audience will understand that not all emails are equally effective and there are certain rules that result in more effective email communication. Effective email communication requires the same standards that apply to professional written and verbal communication. This means that the email should be as concise as possible, take into account the characteristics of the receiver, and let the receiver know what is expected of him among other things.

Most of us receive numerous emails every day and due to our busy schedule we only read emails that we deem important. A concise email will ensure that the receiver will give attention to the email because it won’t take him long to understand the message. It is a good practice to write something in the ‘subject’ box that hints towards the content of the email. This will improve the chances that the receiver opens our email on a priority basis.

Email should never be composed in either only capital letters or lowercase letters. Capital letters make it seem like you are shouting and lowercase letters are a sign of laziness (Microsoft). One shortcoming of email communication is the lack of facial expressions and language tone. Thus, one should be careful in choosing his words and avoid things that can be misinterpreted. This is even more important in professional email correspondence.

For most of us, our first email experiences were with friends and families which tend to follow informal language tone. But today, email has become one of the most commonly utilized communication tools at workplaces. Thus, it will be a good strategy to follow the rules of professional writing in all of our email correspondences including with friends and families. This way, we will not only become effective email communicators but will also get rid of certain undesirable habits we have developed over years the years. Last but not least, we should always proof read our emails before hitting the send button. Proof reading helps us view the email from the receiver’s point of view and gives us a good idea of whether the receiver will understand the message the way it is meant to be understood. Emails that are free of errors also present us in a positive light and affirm our professionalism.