It is another Monday and the beginning to the work week, we know a lot of you ladies will be sending and receiving emails all through the day. We have also received a lot of emails from so many women lately and we have found a lot of errors and mistakes in mails sent to us hence the reason for this important post. A bad email can cost you your job, or an opportunity. We have listed below the email mistakes you might be making. Keep in mind that most of these can be avoided by taking a second to step back, take a breath, review what you’re writing, and have patience. Rushing through anything is never good, especially work-related communications!
- Writing bad subject lines
We’ve probably all done it at least once in our careers. But emails with bad subject lines have a notoriously low open rate. If you want yours to be opened, make subject lines specific and action focused. You’re more likely to get a response if your subject line includes the necessary action, deadline, or question at hand. And always start a new email chain for different discussion topics so you don’t drive yourself, your boss, and your colleagues crazy when they’re searching for notes on a specific subject
- Using poor grammar or rambling on
Content may be king, but if it’s not presented in a professional manner, forget about how spot-on the message is. Always reread an email at least once before hitting send. Also, make sure email is concise and to the point. Sandra Lamb, author of Writing Well for Business Success, suggests thinking through your message until you can sum it up in one sentence. From that sentence, determine what other information the recipient needs to know and delete the extra fluff. The concept of basic proofreading goes hand-in-hand with this tip too. Have you ever received an email that simply doesn’t make sense or has lots of spelling errors? It’s a dead giveaway that someone is working too quickly and rushing through their emails. Instead of typing super quickly to get an email sent out ASAP, take those extra 20-30 seconds before sending to proofread for spelling and grammatical errors, and to make sure your email makes sense in general. If the subject of your email requires a long or wordy explanation, consider using a different form of communication instead.
- Ignoring important messages
When your boss marches over to your desk and tells you to do something, it’s hard to disregard those instructions on the basis of not having actually received them. But believe it or not, the same holds true for email. Sure, there’s technically a chance that you didn’t get your manager’s note about an important task requiring your immediate attention, but if you choose to ignore certain emails, be prepared for the backlash because in this day and age, “I didn’t get the memo” just doesn’t cut it. If your role is such that you work at a computer for the majority of your day, there’s a built-in expectation that you’ll be checking email frequently. If you pretend that’s not the case, your career might take a hit.
Not replying all when you should… and vice versa.
‘Reply all’ can be a very powerful tool, and it can also be a dangerous one. On the one hand, if you’re receiving an email with several colleagues Cc’d who need to stay in the loop, then you’ll want to be sure to send your response as a reply all to keep everyone involved on the same chain. On the other hand, if you’re intending to reply to just one or several people on a large chain and you’re sending sensitive information, double and triple check that you are not replying all to the entire group. For example, if a company-wide email goes out about a new policy you’re not too happy about and your intention is to vent to your work bestie by just replying to her, be sure you’re not replying all before you hit send.
- Making cc and bcc mistakes.
It’s a good rule of thumb in general to always check and double check your Cc and Bcc lines when emailing, just to make sure your message is going to the correct people. Let’s start with the basics here: the difference between Cc and Bcc. Cc stands for “carbon copy” and you’ll use it when you want someone to be looped in on the email chain and visible to everyone else on it. Bcc stands for “blind carbon copy.” Putting someone on Bcc means that they will see the original email, but won’t be looped in on the remainder of the email thread. Additionally, if someone is on Bcc, the other recipients on that email will not see who is on Bcc on the thread. Use Bcc when you want to save someone’s inbox from getting flooded with tons of emails after a preliminary email they might be on, if they don’t have to see all of the other emails. Use Cc when you want someone to be looped in on the entire email conversation, beginning to end.
- Letting your emotions get the best of you.
There’s nothing worse than being in the heat of the moment, getting it out in an email, and pressing send before you have time to realize it was a mistake. If you’re in a heated email conversation or have a strong opinion and feel your emotions creeping into your words, take a moment to step away from your computer and focus on another task for a few minutes. You’ll be grateful you did when you can come back to your email with a rational point of view and a thoughtful, emotion-free response.
- Coming across as too casual.
While texts to your girlfriends can be as casual and emoji-filled as you’d like, work emails are not the time and place for colloquial conversation. At least, not until you’re at that comfortable and casual of a level in your work relationship. “Hi ____” is always the better way to start an email versus “Hey ___”; periods are a better choice than excessive exclamation points; and save the emojis and smiley faces for your friends. Remember that keeping your emails professional will help your coworkers, superiors and colleagues to view your message as important, therefore allowing you to look professional and composed in return.
- Not checking your attachments.
If you’re sending an attachment, make sure that you’ve actually uploaded it. It’s also a good idea to double or triple-check that you’ve uploaded the correct attachment, and even the correct version of the document you want to send. There’s nothing worse than sending someone the wrong attachment that could potentially have sensitive or proprietary info in it. Spending the extra time here is way worth it.
- Not specifying your time zone.
If you’re scheduling a meeting or phone call in your emails, make sure to specify time zones. Even if you think the person you’re scheduling with can assume what time zone you’re talking about, it’s always a good idea to include it in case one person is traveling or working in a different time zone. Making a habit of adding this detail to your emails when scheduling phone calls or meetings will save the extra step of clarifying later on.
We hope these tips helps you construct and send better emails this week. If you have any additional tip, comment below. To find out more about sistersnetwork please send mail to firstname.lastname@example.org