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Email has become the top method of communication in the workforce. Reasons for emails vary from business correspondences to personal messages. They can be as short as one word and as long as a novella, but that does not mean that these are all appropriate or even effective. If you have access to this method of communication in the office, then it is necessary to learn how to effectively use email at work.
Steps
Allocate specific times of the day to read and respond to your e-mail. If you don't stay in control of checking your e-mail, you may end up wasting too much of your work day checking it. Try to respond to emails immediately.
Organize your email whenever you are in it. Effective use of work email includes deleting emails you know you won't need as you read them and filing those that you will need in specified folders. If you organize your e-mails on a regular basis, you won't clutter up your inbox, thus causing anxiety every time you open it.Advertisement
Make sure you create a signature for your messages that includes your title, department, and important contact information. This way you won't have to keep adding it manually, risking the possibility of misspellings or even forgetting the information altogether.
Remember that to use email at work successfully you need to keep email messages brief and to the point. Just like most website content, paragraphs should contain approximately 20 words for easier reading on the part of the recipient. Long emails can be daunting and exhausting to look at, never mind read.
Be professional when emailing a formal correspondence. Refrain from using emoticons such as smiley faces and always re-read and spellcheck your message before sending it. Your credibility is behind every email you send.
Remain professional if you want to use your business email efficiently. Communicating via email is not an excuse to abandon some old-school writing etiquette. Address the recipient as you would in a formal letter and always add an appropriate salutation, such as, "sincerely," "regards," and "best."
Learn the rules of email etiquette. For example, typing in all capitals is considered yelling in email language. Try to stick to one color, preferably black, a plain text, and an easy to read font. This will ensure that your recipient will be able to read your emails without problem.
Use email only when appropriate. Even in this Internet age, there are times when email is just not appropriate and writing a formal letter the old fashioned way or even calling the person you wish to communicate with is more suitable. Confidential letters and documents should always be written in letter form, whereas emails should be reserved for shorter correspondences.
Remember to include a reference in your subject line that will inform the recipient of the email's content. By doing this, the recipient will know what your email is about and will be able to file it accordingly, and find is easily at a later date, if necessary.Advertisement
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