Emails: Before You Hit "Send"

Summary

This video highlights essential email etiquette for effective business communication. It emphasizes the importance of careful consideration before sending an email, such as checking if 'Reply All' is necessary, taking time to cool off if angry, reviewing for clarity and punctuation, and determining if a phone call might be more efficient. The video also advises on managing multiple subjects, using BCC thoughtfully, being mindful of file attachments, and ensuring the subject line offers clear context. These guidelines are intended to help professionals use email more effectively and avoid common communication pitfalls.

Takeaways

• 😀 Before sending an email, carefully consider whether it needs to be sent to multiple recipients or if 'Reply All' is necessary.
• 😀 If you're feeling angry, save the email as a draft and return to it later when you're calmer to avoid sending an impulsive message.
• 😀 Always proofread your email to ensure it is well-written, free from grammatical errors, and conveys your message clearly.
• 😀 Think about whether a phone call or another form of communication might be more effective than an email.
• 😀 Avoid covering multiple topics in one email; if necessary, send separate messages for each subject for clarity and organization.
• 😀 Be mindful of blind-copying (BCC) recipients and consider how the primary recipient might feel if they discover this.
• 😀 Check the size and format of any attachments to ensure the recipient can easily open and access them.
• 😀 Include a clear, concise subject line that provides the recipient with context and helps them prioritize the email.
• 😀 Using email sparingly and responsibly can make it a more effective business tool and avoid unnecessary communication overload.
• 😀 Being aware of email risks, such as miscommunication or inappropriate usage, helps maintain professionalism in business communication.

Q & A

Why is it important to carefully consider your email before hitting 'send'?

It is important because email is a key tool in business communication, and sending an improperly thought-out or poorly written message can lead to misunderstandings, errors, or unprofessional behavior.

What should you consider when sending an email to more than one person?

You should ask yourself whether the message truly needs to be sent to multiple people and if 'reply all' is absolutely necessary, as this can cause unnecessary clutter and confusion.

When is it appropriate to use the 'Reply All' function in an email?

The 'Reply All' function should be used sparingly and only when it is relevant to all recipients. Overusing it can overwhelm inboxes and cause unnecessary communication.

What should you do if you feel angry or upset while composing an email?

If you're angry, it’s recommended to save the email as a draft and revisit it after at least an hour. This gives you time to cool down and ensure the message is appropriate and professional.

How can you ensure your email is clear and well-written?

You should reread your email to check for clarity, correct punctuation, and any errors before sending it. This ensures that your message is professional and easily understood.

When might a phone call be a better alternative to sending an email?

If your message is complex, urgent, or requires a quick response, a phone call or other communication method may be more effective than an email.

Why should you avoid covering multiple subjects in a single email?

Covering multiple topics in one email can confuse recipients and make it harder for them to address each issue properly. It’s better to send separate emails for different topics.

What should you consider when blind copying (BCC) someone on an email?

You should consider how the primary recipient will feel if they discover someone else was blind copied. BCC can sometimes lead to feelings of secrecy or mistrust.

What is the risk of attaching a file that is too large for the recipient to receive?

Attaching a file that is too large may result in the recipient being unable to open or receive the email, causing delays or frustration. Always ensure your attachments are appropriately sized.

How can a good subject line benefit your email?

A well-written subject line provides the recipient with a clear idea of the email's content, helping them prioritize and understand the context of your message before even opening it.