Ten Mistakes You Are Probably Making With Email

Emails are forever.  People use them as a record of their actions, but tend to forget that email is a very impersonal medium.  Consequently, it is very easy to overlook and misuse emails.  Most of us read emails once they have piled up and there are many in our inbox.  As a result, they are very easy to take for granted. I, too, am guilty of breaking some of these rules.

           

Expecting action based on an email

If you send an email, you must follow up with a personal visit or phone conversation.  Don’t assume that just because you sent an email that the person it was sent to will follow-up.

Using emails to make an assignment

People just get too many emails to pay full attention.  Assignments are best given in person, which allows for questions and discussion. Discussions via email are often disregarded.

Not responding so people know you got their note

A simple response, goes a long way. Saying thanks or that you got it, will avoid another email asking if you got the first one.  It is a discipline that I have had to force myself to learn.

Giving bad news in an email

It is hard to give bad news.  However, sending an email is both rude and cowardly.  Telling someone that they did not get a job via email is too impersonal.  Telling someone that their work was rejected is cowardly.  If you are an effective executive, giving bad news in person is a tough thing, but much more acceptable than sending an email.

Expecting that your email will be read

Many people receive hundreds of emails a day.  Busy people often either skip the stuff in their inbox or put a follow-up flag on it and then promptly forget to look at the flagged email.

Assuming that because it is "only" an email, it can be sloppy

Anything with your name on it is an ad for yourself. Typos and bad grammar are unacceptable and will indicate that you are careless and do not pay attention to details.  Details do matter.

Writing long emails and then expecting that people will read them

Like any other form of communication, emails should be to the point and readable.  I get cover letters with résumés that go on for multiple paragraphs.  I simply don’t read them and go right to the accompanying résumé.  You cannot sell effectively via email.  That is why following up in person is more effective.  Ironically, few people email me and then follow up with a call.

Sending too many emails

Sometimes I receive five or ten emails a day from one person.  They all say the same thing, so after the first three or four, I stop paying attention.  That happens all the time at work. If you have to keep following up or adding information, you did not give the first email sufficient thought.

Neglecting to use the BCC

Everybody does not have to know who you sent your email to.

Replying to “All”

Most of the time, copying people is a courtesy to let them know you have contacted someone or followed up on a previous communication.  However, when you respond, everyone on the list usually doesn’t need to see your response; there are times when this is actually a big mistake.  This falls into the category of sending too many emails. Everyone is guilty of sending a response to someone who should not have seen the communication.