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Communicating Effectively Through Email (and Texting)
What we forget about email is the recipients perception. My friend Joanne Marquez always says, “The tone of an email reflects the mood of the reader.”
So, how can you predict the recipient’s mood? You can’t always. But you do have a history of context with that person. Communicating though email is convenient; it can also be tricky.
A good rule of thumb with email is if an email bothers you, do nothing for 24 hours. Wait. Reflect. Reread. Does the tone of the email change?
When writing emails, see this blog post, say what you need to in 5 lines. Put hard returns (enter key for you young people) after each sentence. Why? People don’t read. They scan.
Merlin Mann of 43 folders gives great email tips in his Email Ninja posts.
Read some of the questions and answers below.
Q1. What percentage of communication is done through email?
A1. Probably at least one-third of communication is done through email here. #ConstChat
— Window Works CA (@WindowWorksCA) April 16, 2015
A1. Right now, under-using email. Very low % of communications. Need to up that number #ConstChat
— Liftec Forklifts (@LiftecForklifts) April 16, 2015
A1 It's hard to say, we use lots of email, but we use lots of instant messages, probably much more than email. 1/3 sounds right #constchat
— BlueSteele Solutions (@BlueSteeleTX) April 16, 2015
Our salespeople use email as a tool to stay in contact with clients, but we are now doing email marketing #ConstChat
— Granite Division (@GraniteDiv) April 16, 2015
A1 we also use messaging systems inside project management software that aren't really email and aren't really IM's #constchat
— BlueSteele Solutions (@BlueSteeleTX) April 16, 2015
@RigginsConst A1: Inside the company, not THAT much. Often times we walk down the hallway instead of sending an email. #constchat
— Milan Jara (@Milan_Jara) April 16, 2015
A1. I would say in our company, email is about 30%, lots still via phone and F2F. #constchat
— Zircon Corporation (@ZirconTools) April 16, 2015
@RigginsConst A1: Lots. Though we also use other technologies to communicate internally. #constchat
— Blue Book Network (@bluebooknetwork) April 16, 2015
Q2. What form of communication do you prefer?
A2 Depends on the situation. Sometimes face to face is necessary to figure things out, and faster. Other times not so much #constchat
— BlueSteele Solutions (@BlueSteeleTX) April 16, 2015
A2. If it is something that needs to be documented or non controversial, then email. Quick questions, more complex F2F or phone. #constchat
— Zircon Corporation (@ZirconTools) April 16, 2015
I prefer face to face communication. #ConstChat
— Granite Division (@GraniteDiv) April 16, 2015
Email for business. Leaves a footprint! #constchat https://t.co/xyw89zLx2N
— KapitanTheSidingMan (@TxHomeExteriors) April 16, 2015
A2 email. it's quick and can be saved for later reference and allows for links, attachments, etc #constchat
— Construction Data (@cdcnews) April 16, 2015
A2 Goal is face-to-face conversation. The nature of #forklift & #materialhandling industry #ConstChat
— Liftec Forklifts (@LiftecForklifts) April 16, 2015
@RigginsConst A2: Face to face – it's usually faster, easier, and more pleasant. #constchat
— Blue Book Network (@bluebooknetwork) April 16, 2015
Email is a good recap for confirming face to face and telephone conversations #ConstChat
— Granite Division (@GraniteDiv) April 16, 2015
Q3. Do you write emails the way you write blogs?
A3. No. Blogs are given more time and attention. Both take time, though. One has wider audience. #ConstChat
— Window Works CA (@WindowWorksCA) April 16, 2015
A3 Emails sound different because blogs typically need to be written in a certain voice, but emails are my voice #constchat
— BlueSteele Solutions (@BlueSteeleTX) April 16, 2015
A3. No, emails are written in a more factual & more concise for more business/internal comm. Blogs need to be more entertaining. #constchat
— Zircon Corporation (@ZirconTools) April 16, 2015
@RigginsConst A3: Definitely not. Email is more professional and blogging is more laid back. #constchat
— Milan Jara (@Milan_Jara) April 16, 2015
A3. Blogs have a different target market than an email in many instances. Emails are also more personal unless part mktg. #constchat
— Zircon Corporation (@ZirconTools) April 16, 2015
A3: I try not to, but it depends on the topic. If it's becoming too informative, it's likely we need a web page/post about it. #ConstChat
— Jewett Construction (@JewettConstruct) April 16, 2015
A3 try to write blogs to have that conversational tone sometimes, similar to emails #constchat
— Construction Data (@cdcnews) April 16, 2015
Learning to cut email down to one or two sentences. Anything over becomes too much to read in our ADHD 'need it now' age of tech #ConstChat
— Granite Division (@GraniteDiv) April 16, 2015
Q4. When does an email conversation need to become a phone or in-person conversation?
more than a paragraph and it's time to pick up the phone or some other alternative #constchat
— Construction Data (@cdcnews) April 16, 2015
A4 if the back and forth goes over 5 emails or if the convo gets heated #constchat
— Construction Data (@cdcnews) April 16, 2015
@RigginsConst A4: When the emails get too long or too confusing, or it's taking too long for a response. #constchat
— Milan Jara (@Milan_Jara) April 16, 2015
A4. When there's room for confusion or it's controversial or too emotional, move it to phone or FTF. #ConstChat
— Window Works CA (@WindowWorksCA) April 16, 2015
Q5. What are the pitfalls of email?
@RigginsConst A5: It's SO easy to misconstrue something that's not FTF. #constchat
— Milan Jara (@Milan_Jara) April 16, 2015
A5 misinterpretation, delayed response time from recipients, too many folks in the cc'd in the convo #constchat
— Construction Data (@cdcnews) April 16, 2015
@RigginsConst A5: Misinterpretation of intent or tone. Also, emails have a knack for revealing poor spelling and/or grammar 😉 #ConstChat
— Blue Book Network (@bluebooknetwork) April 16, 2015
A5 people tend to scan, not read. each sentence should be a separate line #constchat
— Construction Data (@cdcnews) April 16, 2015
A5 A pitfall of email is the presumption you're the only one sending email to the recipient. They're busy. If it's urgent call. #constchat
— Jewett Construction (@JewettConstruct) April 16, 2015
Q6. Do you have any tips to make email more effective?
A6. Once you put it in writing, it is out there. So, if unsure, talking F2F or a phone call could be a better communication tool. #constchat
— Zircon Corporation (@ZirconTools) April 16, 2015
@RigginsConst A6: Be polite & concise. #constchat
— Milan Jara (@Milan_Jara) April 16, 2015
A6 don't bother marking as important, every email should be important #constchat
— Construction Data (@cdcnews) April 16, 2015
Write emails like a tweet. Short, sweet and to the point. Email subject should inform recipient of content. #constchat
— Infinity Pools Texas (@InfinityPoolsTX) April 16, 2015
A6. Read the email out loud before sending. It should be clear. #ConstChat
— Window Works CA (@WindowWorksCA) April 16, 2015
A6. Don't write a novel. Be short. Bullet your points. Be polite. #constchat
— Mr. CabinetCare (@MrCabinetCareOC) April 16, 2015
PS Spellcheck #ConstChat
— Granite Division (@GraniteDiv) April 16, 2015
@RigginsConst Pet Peeves? How about one big long run-on sentence with no line breaks in email. #ConstChat
— Window Works CA (@WindowWorksCA) April 16, 2015
@RigginsConst Pet Peeve: A ridiculous long and unnecessary email signature. #ConstChat
— Blue Book Network (@bluebooknetwork) April 16, 2015
Q7: What was the worst email you’ve ever received at work?
A7 vulgar hatemail to a blog post #constchat
— Construction Data (@cdcnews) April 16, 2015
A7. That's a hard one. Usually emails that sound "bitchy" like "I sent that to you last week." #constchat
— Riggins Construction (@RigginsConst) April 16, 2015