Proofreading Emails: Overkill or an Essential Communication Strategy

The majority of email senders and email receivers believe that their email information is interpreted correctly. In fact, only half of emails received are interpreted correctly and half of email recipients have a lot of trouble interpreting emotion in emails. There is a suggestion that this overconfidence in emails links to a difficulty detaching oneself from your own environment. This theory is supported by the rapid emergence of social media where the communication is fast, “off the cuff” and not always thoughtful.

Furthermore, three quarters of email is opened within 6 seconds of its arrival in the Inbox and there is a significant recovery time for the worker to return to their previous task because the email task is prioritised over the planned task. Impact on business It appears that emails influence business life in multiple ways Email1and1. They increase the workload; affect the prioritisation of task completion and impact on staff stress levels. It seems timely to review email etiquette and workplace email communication strategies. Communication processes Interaction and communication on a personal level is complex and part of a process that is negotiated between two people depending on the level of their interpersonal skills. In email communication and interaction, these process communication tools are not present and so the written word is the sole communicator.

Attitude, personality and intent are expressed in emails in tone and voice. A poorly written email immediately sets a bad tone and projects attitude. Some examples include poor grammar and punctuation, jargon or cumbersome works, discriminatory language or unclear language that allows assumptions. Non-business typology speaks loudly of unprofessionalism and includes blocks of bold or italic font, stylised fonts, no capitals or overuse of capitals. Review of email etiquette It is important to remember that emails are a business format and therefore require infrastructure with titles, a clear sense of purpose and a length of no more than two paragraphs.

The subject description should be precise and match the content in the email and this content should be clear in the opening sentence of the email. Avoid burying an ‘unfavourable’ message in the middle or end of the email, as this only tends to aggravate a reader. Tone should be conversational, polite, respectful, approachable, and written from the viewpoint of the company. Curt and demanding tones are not helpful and sometimes, just changing one word can alter the tone of the email. Tone management strategies

This is a pretty simple yes or no answer with this question. I find that many small business owners say yes to this question, but then share with me that their execution is weak.

They don’t use Email Marketing consistently, they are not consistently adding more prospects and clients to their list, they have not taken the time to learn to use it more effectively, there is not a sign-up form on their website, etc.

Should you add Email as a marketing channel?

Some people claimed that Email would replace direct mail marketing because the cost was so inexpensive.

Email Marketing was not meant to replace direct mail marketing, but it can definitely help lower some of your marketing costs and still be effective.

Always remember that you want to use as many marketing channels as necessary to effectively market your company.

Part of your effectiveness will be sharing relevant and interesting content with your readers.

I’m sure you have emails you receive from people that you enjoy reading, and others that you either delete or opt-out of their lists.

Part of being relevant is not pitching products every time you contact your clients and prospects. You can pitch products and sales each time, but at some point your clients and prospects may decide they have had enough propaganda.

Keep in mind this also pertains to your industry. If you’re a restaurant and you send out a weekly coupon or special, you may keep your email list alive and well by sending it out weekly.


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