E-mail is a valuable tool but still a relatively new form of communication. As conventions for writing and responding to e-mails are still being worked out, miscommunication can easily occur when people have different expectations about the e-mails that they send and receive. Earlier this year, we surveyed the Office of Vice President of Research (OVPR) staff and they expressed the need to train staff on how to write a good e-mail and to clarify expectations for sending and receiving e-mails. This week, my Preceptor and I presented to the OVPR Sponsored Projects staff on communications and e-mail etiquette. It was an interactive session with a fun quiz, role play scenarios, and group discussions.
On average, an office employee receives about 80 e-mails a day! So how do you write a good e-mail? Here are six tips:
- Don’t over communicate by e-mail
- Make good use of subject lines
- Keep messages clear and brief
- Be polite
- Check your tone
- Proofread
When is e-mail not the most effective way of getting your message across?
- If your message is long and complicated or requires additional discussion. This would best be accomplished in a face-to-face meeting.
- If information is highly confidential. E-mail is never private! Keep in mind that your message could be forwarded on to other people without your knowledge. A backup copy of your e-mail is always stored on a server where it can be easily retrieved, even if the message is deleted.
- If your message is emotionally charged or the tone of the message could be easily misconstrued.
- If delivering bad news. Deliver bad news in person. This helps you communicate with empathy, compassion and understanding, and to make amends if your message has been taken the wrong way.
And remember, the phone still exists! Picking up the phone or stopping by a colleague’s desk may be a better way of getting some of your messages across!