Email Manners

We're all busy and we all suffer from making spelling and grammar mistakes from time to time. But recently, I've found that poorly written emails can slow projects way down, cause for major editing, and what's worse, possible printing errors. I hope I don't sound like a major crab here. In fact, most of the time I find myself giggling at the new words that have been introduced to the English language as a result of poor spelling. But when the same client is writing me over and over with words so jumbled they don't form a full sentence, I think we might have a slight problem.

I won't go as far to say that they should introduce college courses regarding email etiquette. However, I do think that the same manners a business person uses to conduct a conversation or formulate a nicely written letter on their corporate stationery, should carry over into the digital world. So here are my tips for a smoother email conversation so that both parties can walk away on the same page without wasting much time.

1. Run a spellcheck. That little button only adds about 60 seconds longer to the time you put into your email. It can make a world of a difference.

2. Read it over. So this may be more difficult and time consuming the longer the emails get. But really, this is the least we can do to help the receiver of the message know what we're talking about. If you read it over (and aloud, which helps a lot) and it's not flowing, fix it.

3. Be professional. It's true that we're more friendly with some clients than others. We develop special relationships with some of our colleagues that allow us to relax a little and not be so on edge. Even if this is the case, save the YouTube video clips and chain mail forwards for a separate email. Anything regarding business should stay business.

4. Watch your tone. One of the worst things about email conversations is the issue of tone. You may think you sound friendly and easygoing. On the other end, the reader could interpret you as being stern and angry. Be sure to state your emotions clearly. If you're disappointed, angry, upset, spell it out. There's a lot of room for interpretation in emails. If you begin the pattern of truly voicing yourself to your client, they'll understand when you're happy and when you're not, as it's clearly stated.

5. Confrontations. Some discrepancies can be handled quickly and easily over email. But if there's a real issue at hand, it's best to pick up the phone. Email takes longer to solve a problem. Waiting for the person to read and then respond can take days. Furthermore, if you and your client respect each other enough, no one should be hiding behind their email program.

6. Be yourself. Don't try to use words to sound smart when you're not sure what they really mean. That can just get you into trouble. Make sure you always explain your points clearly and thoroughly. And also, don't be afraid to use a little color in your email. Using blue, pink or a different font type creates a memorable impression.