Email the Essential Communication Tool Youre Using WRONG

Email the Essential Communication Tool Youre Using WRONG Communication has a significant impact on the productivity, engagement, and overall happiness of your workforce. Your schmelzglasles can set the tone for how your team interacts internally and externally. Whether youre sending schmelzglass to a team of five or 50 people, interfacing with a new client, or communicating with your boss, the way you communicate through email matters. Ninety-two percentof people surveyed see email as an essential communication tool however, email can stir up quite a bit of trouble in the workplace.Have You EverSent an important email and received no reply?Been included in an insanely long email thread that had nothing to do with you?Received an email that wasnt clear?Been offended by an email?If so, you might agree with the 43 percent of respondents who nameemail the communication method most likely to cause bela stung in the workplace. While you cant control the emails you receive, you can manage your communication style. Try the following steps to implementhealthy email communication.Survey Your Direct ReportsSixty-four percentof people say they have sent and/or received email that unintentionally caused anger or resentment. The key word is unintentionally. People dont intentionally set out to disrespect their team members, but it happens often.How do you know if your emails ignite anger in your teammates? Ask them. Before you send another (unintentionally) brusque email, opt for a quick survey using tools like SurveyMonkey, Google Forms, or my new favorite, Qzzr.Dont tailor your questions to fit your companys preferred method of communication. If your team uses lackadaisical language to communicate, make sure to structure your survey to reflect a more professional tone. Ask objective questions like Are you satisfied with our current communication process via email?Pay Attention to Your Co workers Communication StylesIn person, if you speak with Jessica from accounting in a different way than you speak with Greg in marketing, then the same should apply toyour emails. Understanding the differences between your coworkers communication styles can enhance your email communications. This infographic on HubSpot from Sendmail maps out the different personality types you should consider before hitting sendExtroverted Email Senders Tend toSend more emailsWrite long, conversational messagesMay missnger brevity as an inadequate response.Extroverted Email Tip If youre an extrovert a person with a natural focus on their external world then make sure to reread emails and take out unnecessary wording and repetitionbefore sending.Introverted Email Senders Tend toSend emails only when its great importanceSend brief messagesMay delete long emails (from extroverts) before even reading themIntroverted Email Tip If youre an introvert a person with a natural focus on the internal world then make sure to include all major details before sending.What about the emails that createthe real tension in the workforce? This is where the Thinkers and the Feelers come into play, so listen upThe Thinkers take on an objective view, while the Feelers take on an empathetic view.Thinking Email Senders Tend toEmphasize facts and logic in their emailsNot see the point in certain received emails quickly enoughMay have an impersonal tone or style in their emailsLast Minute Tip for Thinkers Make sure to include personal touches in your emails, no matter the objective of the message.Feeling Email Senders Tend toFocus on the recipientFeel disconnected from Thinkers emailsBe more likely to be personally offended by email communicationLast Minute Tip for Feelers Place facts and logic at the beginning of the email in an organized fashion (use bullets) and then include your personal touches. Ever heard of the inverted pyramid style of writing?Have you ever crafted a reply to an email and found yourself pressing the backspace or delete key far too many times? Taking more than two minutes to even decide how to respond to an email is a productivity killer and time waster. Your team members shouldnt have to ponder an appropriate way to respond to your email it should just come naturally. If your emails are vague, misleading or curt, then the receiver is likely to question their response.Improve your email communication throughout your organization by identifying current email communication problems and taking into consideration who is receiving your message and how they may interpret it to reduce workplace communication tension for good.Last Minute Stats from The InfographicFor email senders, the biggest pet peeves are51 percent no reply14 percent misinterpreted messages13 percent slow responses11 percent brusque or careless replies4 percent pushback or requests for more detail3 percent grammar policeFor email recipients, the biggest pet peeves are25 percent too many re ply-alls19 percent emails that are confusing or vague18 percent too much email in general12 percent emails that are too long11 percent chitchat not related to work8 percent bad grammar7 percent emails that come off as brusque or rude2 percent emails with zero personalityWhich of these bother you the most?