by Royce Murcherson, Ph.D.
Even though email is one of the most important forms of electronic communication, it is one of the most frequently misunderstood in terms of its impact on public opinion, professional dealings, and even personal relationships. In short, email carries a punch particularly when you are communicating with your colleagues and supervisors on the job. It’s powerful and it’s effective.
So, how could something so entrenched in our everyday lives be misunderstood? It’s easy to overlook flaws in things that are familiar just as you overlook the annoying habit of a brother that never removes his empty dish from the table after dinner.
Because of our familiarity with email, we fail to run through the ABC’s, those basic things that need to be paid attention too, yet are frequently missed when performing what we think is a good ‘proofread’ before we click the ‘send’ button. Let’s recite.
A is for Announcing your Subject Effectively
Subject lines are very important if you want your message to be opened right away. It must be ‘attention-getting’ and it must be brief. While you may think of it as a simple thing to compose, it can actually be quite difficult. Think of it as a three to five word banner that clearly tells the recipient what your message is about. Those few words can communicate urgency, a call to action or delivery of important information.
B is for Being Aware of your Tone
Because you are engaging in a business dialogue, you must always remember to keep your tone business-like, unbiased, and emotion free. It’s easy to forget to do this because you probably spend more time in personal email and texting which is a highly informal environment. You should not use slang or colloquialisms, and should avoid contractions. For example, forget about OMG, LOL, ‘see what I’m saying’, ‘hooked up’, and ‘I got this’. Do not substitute ‘u’ for you, ‘ur for your, or ‘r’ for are. This type of informal communication is not appropriate in a business environment.
C is for Checking Your Word Count
The length of your message is extremely important. Typically, an email should be no longer than 250 words. Your message may be informational, responding to an on-going issue, or arguing a change of course in procedure. Regardless, you need to focus on being concise. If the subject requires more than 250 words, think about attaching relevant documents that provide additional detail. Remember, your recipients ‘inbox’ is almost always full. Do yourself and your colleagues a favor and avoid longwinded messages.
D is for Doing Away with Misspelled Words
One of the most glaring, memorable mistakes you can make is failing to proofread your message for misspelled words. Always perform a manual spell check. Don’t rely on auto spell check to catch your errors because your email settings may not be set up to perform this. Mistakenly, you will believe all is okay when in reality all is not. Another ‘trap’ in auto spell check is the proposed substitution. The proposed word may be spelled correctly, but not the right word to stress your meaning. For instance, if you type the word ‘principle’ to denote value, spell check could incorrectly read it as a misspelled word and offer to make the change. The change it might suggest is ‘principal’. If you allow the change without manually proofreading, you have made a word usage error which might as well be a misspelled word.
E is for Eliminating Grammatical Errors
As in manually proofreading your messages for misspelled words and not relying on automatic spell check, do not rely on automatic grammar checks. If you’re unsure about your skill in tracking down grammar errors, here’s a good technique. It’s simple. Read your message out loud. If a sentence doesn’t feel right as you’re reading along, stop and reread the problematic passage out loud again. Then look for the grammar mistake. It will be the there. It could be incorrect sentence structure, a missing word, or a case in which your subject and verb do not agree. You can also catch long wordy sentences [run-on], and sentences that lack a subject or verb causing it to be an incomplete sentence [fragment]. Bottom line, nothing is a good substitute for using your own brain.
For a more expanded discussion on composing effective business documents, look forward to further posts, and see my book, Royce Murcherson, Ph.D., The Guide to Persuasive Business Writing: A New Model that Gets Results. (Iowa: Kendall-Hall, 2013)
Clip Art, provided by Microsoft Office Professional Academic, 2010
For more information on the Business Office Systems and Support department, contact Becky Jones, Associate Dean, firstname.lastname@example.org 972-238-6215.