What are some of the best practices for using email as a communication tool?

I think tailoring your email format to your audience and purpose is crucial. Formal emails need structure and professionalism, while informal ones can be more relaxed. Matching your tone and style to the situation shows respect and understanding, making your communication more effective.

Emails are used as a point of reference, to keep a record of the conversation on a certain day. I find it useful to lead with key points, then follow with a detailed description and links. This allows you to give the info at a glance while also providing important details for reference.

The last 20 years has strongly affected the way we communicate via words. In a time of mailed letters, written communication was often formal. With the advancements in social media and texting capabilities, written or better termed, “read” communication is most often thought of as informal, such as texts or social media messages. With that, its easy to let email communication fall into that same groove. It’s imperative to remember emojis and most texting shorthand is not appropriate for formal emails. The composer should also take great care in proofreading for punctuation that could be misinterpreted, such as exclamation points. We often interpret any read information according to our mood which the composer may not be aware of.

As with any internal or external communication scenario, people must understand their intended audience. Creating personas does not merely apply to marketing; email communication with internal stakeholders, vendors, and influential people. When we understand the likes, dislikes, communication styles, personalities, motivations, and preferences of our target audience, we can tailor our communication more appropriately. I have learned, for instance, that some C-suite executives prefer charts, graphs, and at-a-glance visual communication within reports and emails such as screenshots. However, others demand more of a narrative. In any case, make the email concise, but the call-to-action to download reports strong and preferably hyperlinked.

This when my superpower of over-analyzing can come into full display because I have to think of the audience or receiver before pressing send. the intention of my email is greatly considered. So many factors run through my mind as I create an email: If it's a stake holder that made a subtle comment about a colleague not getting back to them - I acknowledge, and focus on what I can do to assist. If it's my superior I may be more informal but still professional doing away with salutations but still showing appreciation for attention to my message. If it's a sensitive team member that receives my messages better when using a partnering tone versus an authoritative one and needs praise when earned all these I consider when completing emails.

I believe clear and concise emails are very important. Without nonverbal cues, using simple language and organized structure helps prevent misunderstandings. Proper grammar and a clear subject line make your message easy to understand and act upon.

It is also helpful to make sure to include paragraph breaks, especially for longer emails, so that readers are not overwhelmed by a dense block of text. Breaking it up visually helps readers focus on one segment at a time which will make them less likely to skim and more likely to process the entire content of the email. Additionally, for longer, more complex emails, including a brief tldr (too long, didn't read) summary at the top of the email can help to ensure that the reader walks away with the key takeaways, while still being able to revisit for full details later if needed.

Create a culture, where it's good to be factual. You can use BLUF (Bottom-Line Up-front). And abbreviation in the object, like: INFO - for information. ASK - for a question. DEC - for a decision. This helps to be and go straight to the point.

Producing short, sweet and to the point messages are best. The KISS method has been burned on my brain since college projects pouring over into not only professional but personal parts of my life. I get better results when sending direct messages. Using bullet points surrounded by significant white space can help bring focus to main take aways.

Email is a powerful tool, but it can lead to issues if not used carefully. Avoid sending emails when you're upset or stressed, and always double-check the recipient and content. Keeping emails concise, relevant, and respectful helps maintain professionalism and strengthens communication.

I can be a cool cucumber; be objective and tunnel focused on the goal even if I receive an email with passive-aggression ( you know you get those messages) or emotional tones. It can be amusing to match energy to energy but not in professional settings. It's okay for there to be a delay in your response to ensure you remain leveled. Also its okay to pick up the phone! There are times that a call is best to avoid ambiguity. Phone discussion is then followed up via email, to confirm mutual understanding.

In addition to all of the psychological tips provided by the experts in this article, also consider some of the more technical aspects of email communication. Work with your IT department to ensure the proper DNS records exist for SPF, DKIM, and DMARC to avoid bounces from certain email clients such as Gmail, Outlook 365, etc. Avoid using spammy subject lines, even in your one-to-one emails; some spam filters can throw your clever email into the Junk folder. Avoid sending large files, including huge photos and videos. When possible, request your recipient to add your email address and/or domain to their contacts and whitelist.