Do your Emails Send the Right Message?
Shortly after Hurricane Katrina, I received an emotionally charged political email regarding the opinions surrounding the devastating event. As I opened the email, which had been forwarded to me from a casual acquaintance, my attention was drawn to a name on the list of previous recipients. The name I recognized was the president of a local company. The email personally disgusted me, and I caught myself being not only disgusted at the message, but also building a slight disdain for the person whose name I recognized.
Quickly, I reminded myself that he did not write the email and that I had no idea as to whether or not he actually endorsed its message. However, how many others who received, or would receive, the email would give this man the benefit of the doubt? With the hundreds of people who received this email, certainly there were other names that other people would recognize, too.
What horrified me most was that, even though I found the content morally reprehensible and chose not to forward the message, my name was now a part of this viral email. As an innocent bystander, I was mortified to think that people may actually recognize my name on the list.
As any lawyer will tell you, there is no such thing as private email. Even reading your emails from the privacy of your own office does not make them private. Each and every message you choose to send carries with it your personal signature. Every email laced with explosive emotional topics such as the war, immigration, politics, and other things you wouldn't be caught dead talking about in a business meeting, are sent out with your personal endorsement. You are literally signing your name and your company's name to every inappropriate topic. Even if you are the one receiving the email, the sender passively signs your name to the emails they share with everybody.
History shows us that when technological advancements in weaponry grow faster than the methods of warfare, increased casualties are a readily apparent direct result. In business, we are in the midst of learning the same lesson. Our ability to communicate has increased faster than our ability to adjust to the use of this technologically advanced form of communication.
Because of its rapid growth and frequent use, email is often overlooked as a true form of business communication, and is deprived of the guidelines and standards we adhere to elsewhere. In reality, email should be treated the same way as a printed letter. If you wouldn't print it out and put a stamp on it, then you shouldn't be typing it out and pressing "send." After all, communication is communication, regardless of the medium used.
Besides the topic of the message, there are other factors that should also be considered when using email as a form of business communication. Poor grammar, misspelling and silly lingo like "lol" and "ttyl" are unacceptable in a letter with your company's letterhead, so why would you use them at all in business emails? Similarly, you would never type a letter in all capitalized letters, or put an advertisement in the signature of your letter, so why would you do this in an email? These overlooked elements are enough to make you look unprofessional, ignorant or lazy – the last impression you want to make for yourself and your company.
With technology growing faster than our ability to understand its potency, it's important examine how you are using every new medium. If you aren't using email correctly, then no matter how convenient and easy it is, it will not be effective. Mix technological advancements like email with the solid standards of an old-fashioned letter and you will create a strong and effective form of business communication. With fast and easy communication at our fingertips, there's no reason to not make the effort to do it right.
Tom Richard is a speaker, writer and trainer who has dedicated his life to spreading the joy that comes from discovering your true self and enjoying the rewards of operating at your full potential. He enjoys providing training and coaching opportunities for salespeople. For more information, visit www.boltfromblue.com, call 419-441-1005, or e-mail tom@boltfromblue.com
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