Anne Kosem Life Coach

Mastering Email Communication


Mastering Email Communication

By December 15th, 2015 Uncategorized Comments Off on Mastering Email Communication

Face to face is still the most effective form of client communication overall. Verbal and non-verbal cues provide for a more accurate understanding of each other and an overall more productive exchange. This applies to virtual meetings as well. However, when emotions are high and conflict escalates, there is no “off “ button! This is one of the many reasons why email is the preferred form of business communication.

Email is a very efficient means of communicating. Information is transferred quickly and response times are shorter.  There is no lag time between voicemails or time wasted in idle conversation. However, this path of least resistance can also lead to misunderstandings that cost you more time to clear up in the end.

Email Pitfalls to Avoid:

  • Resist the temptation to vent! The anonymity email provides makes it an ideal vessel for venting frustration.  Once you hit send, there is no going back.E-mails are forever. is the worst way to communicate in times of stress! (after texting of course) Professionally or Personally.
  • Never use email to deliver negative feedback or anything that might be seen as contradictory.
  • Without vocal or facial expressions, emotional implications are all subject to interpretation. Make sure what you are saying does not require nonverbal support.
  • Messages have a built-in sense of urgency. This can lead to hasty responses and or poor execution.

Using Email Effectively:

Best Used For:

  • Specific questions and factual responses.
  • Follow-ups, reminders, confirmation, and team organization

Tips and Guidelines:

  • Take time to gather your thoughts. It’s always better to get it right than it is to get it done fast. The Save Draft folder is a great way to build on a message.
  • Begin with a pleasantry. Formal courtesy may not be required, but it is appreciated.
  • Make your requests and responses clear and concise. Bullets can be useful. Separate ideas by paragraphs to make them easier to read and relocate later.
  • Set clear expectations. Tell them what happens next. Include timeframes. (for them and for you)
  • Review and Edit! Errors are distracting and do not inspire confidence.
  • If needed, ask someone to review it – they won’t automatically fill in the gaps like you do.
  • Always close with a statement of gratitude.

 


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