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What your email says about you


Working in a virtual world of business highlights your ability to communicate to people in a fast and direct way. The challenge in keeping up with emails, texting or instant messaging is being aware of how you respond to others by the unspoken messages you send.

Communicating through various platforms has its advantages by stressing the need to stay succinct and reachable however the speed and means of communication has created blind spots that could influence your career.

Prior to conducting business virtually, communication was limited to much slower ways of responding.  It took time to reach out to others and your interactions were received by the tone of your voice, body language and the way in which you crafted letters. While technology has drastically changed the amount of communication that is possible, the same can’t be said for human interaction. Building relationships is all about how you communicate and it helps to take a moment to think before you respond to others.

There are some do’s and don’ts in communicating virtually that send messages about your interpersonal style and it’s important to be aware of them even though brevity is expected.

Do stay aware of how the recipient could receive your response or message. One response style “does not fit all.” Being brief in using one or two sentences to a coworker who has known you for years is much different than a new colleague who has known you for just a few weeks.

Do keep enough white space in your emails for key information to stand out. People don’t read as much as they scan and a jammed-packed email full of details is one sure way to lose your point.

200375921-001Don’t overlook the importance of salutations and closings. When was the last time you started immediately talking on the phone without first saying “hello,” or abruptly end a call without saying good bye? Both send an awkward message.

Do take the time to edit and review your information before you hit send. Especially if you are responding to an email charged with emotions.

Do send pertinent information such as your signature block with contact information for follow up.

Your virtual communication in essence is a reflection of how you interact and regardless if you have the best intentions it’s easy to for miscommunication. Being brief in your interactions with others doesn’t mean you have to overlook common courtesies.

What factors make up a good email?   Do you think courtesy is important?

Kim Thompson

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