14 dos and don’ts that can improve how you communicate via email

14 Dos and Don’ts That Can Improve How You Communicate via Email

David Grossman, ABC, APR, Fellow PRSA

Founder & CEO@ThoughtPartner© 2015 The Grossman Group

ABOUT THE AUTHOR

© 2015 The Grossman Group

David Grossman, ABC, APR, Fellow PRSA helps leaders drive productivity and get the results they want through authentic and courageous leadership communication, a sought-after speaker and advisor to Fortune 500 leaders. A two-time author, David is CEO of The Grossman Group, an award-winning Chicago-based strategic leadership development and internal communication consultancy; clients include: DuPont Pioneer, Eastman Chemical Company, Lockheed Martin, McDonald’s, Motel 6 and Tyco, to name a few.

A frequent media source for his expert commentary and analysis on employee and leadership issues, David was recently featured on “NBC Nightly News,” CBS MoneyWatch, WSJ.com, TODAY.com, in the Chicago Tribune and the LA Times.

He’s the author of the highly-acclaimed books, “You Can’t NOT Communicate: Proven Communication Solutions That Power the Fortune 100,” and its follow-up, “You Can’t NOT Communicate 2.” His latest book, “No Cape Needed: The Simplest, Smartest, Fastest Steps To Improve How You Communicate By Leaps and Bounds” is out now.

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I’ve seen countless examples of email blunders and misuse. I think we all have.

So before you risk being in the “ignored” (or worse, “deleted”) category, think hard about what it will take to communicate effectively and whether email is the best way to deliver your message to best engage employees.

Let’s break down the “DOs” and the “DON’Ts”…


DOsGood common practices to

keep in mind while emailing.

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DON’TsEmail habits to avoid

and dispose of


DO Keep your emails brief

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If you need to cover several topics, summarize the important points in the first paragraph and provide

highlights with subheads and brief introductions that link to attachments or intranet pages for more information.

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Don’t Email personal or confidential informationEmails live on forever and can be forwarded, shared,

copied and subpoenaed. Don’t share anything in an email that you would not want to see on the front page

of a newspaper or the Jumbotron in Times Square.


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DOShare key content in the subject line

The subject line will help recipients screen and prioritize email in their inboxes. Specify “Action needed” or “Reply

requested” when you need an immediate response.


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Don’tSend

unnecessary business emails

Being the source of unnecessary or excessive emails puts you at risk of being ignored now and in the future. Don’t send

something by email unless it’s needed, especially if information is repeated in other internal communications vehicles. (“Reply-

all” messages also fall into this category!)


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DOTarget the right people

Limit email communications to those for whom the topic is relevant. Use group lists only if information is meaningful for the entire group. Copy supervisors or managers on emails

sent to their employee reports so they can be ready to answer questions as needed.


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Don’t


Forward junk mail

For example, don’t send virus warnings. Check with your information technology department to verify any virus

warnings and let them communicate issues to the organization.

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DO Consider the Timing

Email is not an appropriate vehicle for something requiring an urgent response – keep in mind the

audience and the fact that some may not check or respond to email immediately.


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Don’tUse sarcasm,

negative comments, or ALL CAPS

Don’t take chances with misinterpretation – err on the side of positive language and never send an email

response when you are upset.


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DO Be friendly and

professional Email may be informal but should never be sloppy or inaccurate. Use correct grammar and spelling (no

texting shortcuts) and be careful to use a pleasant tone so your communication is not misinterpreted.


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Don’tUse email as a replacement for personal

contactNever underestimate the importance of a face-to-face or

voice-to-voice conversation, especially for matters that are personal or sensitive. Don’t use email to avoid a difficult

situation – if you have a problem with a person or must admit a mistake, speak with the people involved directly.


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DOCheck it twicePrevent most-embarrassing moments by proofreading everything in an email, including the recipient email

addresses, message content (including previous emails you may be forwarding) and any attachments, before you push

“send.”


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Don’tIgnore your

role in email

overload It’s easy to think email overload is caused by someone else, but the truth is leaders are often the leading

offenders of email overload. Don’t dismiss your role in the problem.


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DOGive feedback on poor email

communication Let colleagues know how you feel about receiving

unwanted email and ask them to limit similar activity in the future. If you’re able to receive personal emails at work, ask friends to send them to your personal email

account.


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Don’tCheck your email by the minute

If you’re spending a lot of time responding to every email that pops up into your inbox, chances are you’re getting

nothing done other than reading email.


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We have a large collection of resources and solutions to your workplace email headaches.

Visit our email research and resource center today.

http://www.yourthoughtpartner.com/email-research-and-resources

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Sought after speaker to leading organizations and forums:

• What to Do When You CAN’T NOT Communicate• Turning Strategy Into Action• Top 10 Mistakes Communicators Make• How to Think Like a CEO • Cutting to Win• 21st Century Communications: Successful Strategies to

Deliver Authentic Communication • Tackling “Email Overload” On A Global Scale• The Power of Internal Branding: The Communicator’s

Secret Weapon• The Power of Storytelling• Communication Training for Leaders at all Levels

POPULAR KEYNOTES & TRAININGS INLUDE:

*All keynotes and corporate trainings are customized to meet unique business needsCLICK HERE TO LEARN MORE

Invite David to Speak to Your Organization or Team

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IN TOUCH

23© 2015 The Grossman Group

David Grossman, Founder & CEO, The Grossman Group

www.yourthoughtpartner.com

• Chicago-based boutique consultancy focused on internal and leadership communications, and training

• The Grossman Group approach works to inspire and engage employees while helping organizations promote diversity and inclusion as part of their overall strategic employee communications planning.

• Strategic business partners first, communication counselors second

About us

Your thoughtpartner. Always. We’re there for your everyday and your defining moments.

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David Grossman, ABC, APR, Fellow PRSA

Founder & CEO312 N. May St. Suite 101Chicago, Illinois 60607312.850.8200www.yourthoughtpartner.com/about-david

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14 dos and don’ts that can improve how you communicate via email