Hina Javed Malik
For a majority of our communications in the business industry, we use emails. This is good for sales prospects, brainstorming ideas, closing deals, etc.
But for some people, this subtle tool can be deployed with such precision, like a sharp razor, that might even get people wounded. They might be just delivering an insult in such a nonchalant manner, that people won’t even know what hit them. A badly composed email could be used as a tool against you therefore it is very important to have effective email communication in the workplace.
It is always important to record every official work activity and email is the best tool to facilitate that. Emails act as a record that could be pulled against any unforeseen circumstances and protect you from not doing something you could be blamed for. In order to put you on guard not to make your emails aggressive, the following is the importance of email communication in the workplace.
The phrase:
When you are sending emails to your colleagues, whatever you’ll ask them will probably be associated with your job. So there is no purpose in including ‘I do not mean to bother you, but… This is something that diminishes your power for no reason.
Avoid writing in all CAPS:
It is very important to use appropriate protocols in an email such as capitalizing the first word of a sentence. Especially in business emails which are unlike text messages, you have to appear very professional. There is no need to turn on the CAPS lock and there is no need to add a series of exclamation marks or emojis to stress whatever you are trying to ask.
Repeated reply-all
Always avoid being cc’d on a chain of emails. This can be really annoying for people attached and also can give a sign of your passive aggressiveness.
Sending urgent emails:
While dealing with your colleagues, there is no need to give a panic attack to your employee or your boss by sending every email titled Urgent. It is better to reserve this subject line for only the most urgent matters. Otherwise, no one is going to take the emails seriously just like the boy who cried wolf to fool the villagers.
