Electronic or email communication has become one of the most popular of communication methods used by millions of busy business people today. Email can be used by anyone to send a message quickly out to many people at once, and it can be a great medium for sharing files and links to more information. From sharing pictures and videos, to sending out documents, email is used by both in-house and remote business people to communicate in real time.
While most people have the ability to log in and start using email, many do not understand the basic fundamentals of using email the right way in order to communicate well. Email can oftentimes come across as cold or impersonal, and in some cases spreads the wrong kind of message.
Before you hit that “send” button, let’s review the “Four C’s” of proper email communication.
Complete – When writing your email, you will need to make sure that the information you need to convey is all there is one complete email. Leaving even one critical piece of information out can change the entire context of the message, so be sure to read through it before sending it out. This will help you avoid any embarrassing follow-up’s which will just make you waste time.
Clear – As you draft up your email message, consider whether or not it comes across in a clear way to the intended reader(s). Never assume that everyone understands corporate acronyms and lingo throughout the office, be sure to write things out clearly in every complete sentence. Provide any documentation that’s needed to demonstrate your email points.
Correct – Information is power, so too is the sharing of information via email. Before you hit the send button, make sure that the information you are sending is relevant and correct. Cite any sources used in your email, such as links to articles, and provide information that is based on facts instead of hearsay. Remember that all emails can be used in a court of law so never spread gossip, slanderous comments or misinformation.
Conversational – The purpose of any email is to engage the reader in a non-threatening way. This can be a challenge given the cold format of an email, however it is possible to share information in a warm and conversational tone. Greet the reader by name, followed by a brief introductory statement, the email information, and a date to follow up or take action. Remember to thank the reader for his or her time.
Emails can be a tricky territory to navigate, but if done correctly can be an efficient way to share information and resources online. To learn more about business communication skills and how they can help you become better at what you do, we encourage you to enroll in a Dale Carnegie course today!