Is your email style damaging your career?

It might be 2024, but emails can still be tricky in the corporate minefield. 

Perhaps you’ve found yourself hesitating over your keyboard, pondering whether an extra exclamation mark in “no worries!” would come across as friendly or annoying. Or maybe you received an email signed off with a bold "please hesitate to reach out" signoff from your Gen Z colleague, prompting you to wonder if this is the new norm in professional communication.

And let's not forget those instances when you kicked off your email with a sincere "hope this email finds you well," only to realise its notorious reputation online. 

Indeed, the way we compose and dispatch emails can significantly shape how we're perceived.

Email etiquette 101

Despite the rise of alternative communication platforms such as Slack or Zoom, emails remain the primary mode of professional interaction with the average office worker receiving 121 business-related emails daily.

While sending out emails might seem like a pretty straightforward workplace habit, 1 in 5 Gen Z workers “very often regret the emails they send”, according to a recent survey of 2,000 U.S. office workers from Babbel, the language learning platform.

Differences in communication styles and boundaries could be some of the reasons behind email stress. After all, the communication preferences of Gen Z are significantly shaped by the widespread use of instant messaging platforms and social media. Platforms such as Instagram DMs prioritise quick exchanges, casual language, and the use of emojis. Consequently, the structured and formal nature of email communication may seem foreign and overly complex to many individuals in this demographic.

However, mastering email etiquette is more than just a nicety; it's a skill for fostering effective communication and building professional relationships.

To help alleviate the burden of email overthinking, here are some practical tips to help you navigate the intricacies of email etiquette.

Common mistakes to avoid

1. Informal language: Those who are accustomed to informal communication styles prevalent in texting and social media may inadvertently carry this tone into their professional emails. While it's essential to be approachable, emails should maintain a level of professionalism. Avoid using slang or excessive abbreviations that may come across as unprofessional – especially if you’re working in a more formal corporate environment (basically, do not ask your boss “wyd” or tell outside vendors to “slay the day”).
   
2. Lack of clarity: In the fast-paced environment of the modern workplace, clear and concise communication is key. Avoid rambling or ambiguous language in emails – no one likes reading a dissection. Be direct and get to the point to ensure that your message is understood promptly.
   
3. Overreliance on technology: While spell check and auto-correct features can be helpful, they are not foolproof. Take the time to quickly proofread your emails before sending them to ensure accuracy and professionalism.
   
4. Don’t swear the response: In a world teeming with competing priorities, not every email will elicit an immediate response. Give your recipients the courtesy of time, and don't be overly pushy about replies. As a general rule, a week after your initial email is a good time to reach out again as a first follow-up. However, depending on the nature of your request, prior conversations, and/or relevant deadlines, it may be appropriate to follow up sooner. And, if you sent your email at 5.59 pm, please don’t expect a reply in the one  minute before 6pm hits and the workday ends. 

Tips for effective email communication

1. Tailor your approach: Understand your audience and tailor your email style accordingly. Some recipients may appreciate directness, while others may prefer a more formal tone. Pay attention to past interactions to gauge the appropriate level of formality.
   
2. Be mindful of tone: Unlike face-to-face communication, tone can be difficult to convey accurately in written text. Avoid using language that may be interpreted as aggressive or confrontational. If addressing a sensitive issue, consider how your words might be perceived and choose them carefully.
   
3. Use bold to your advantage: If you’re sending a lengthy email and the recipient has to take action, highlight key points or actions in your emails using bold formatting. This helps recipients quickly grasp the crucial takeaways, particularly in lengthy communications where information may be buried within paragraphs.
   
4. Schedule your emails: Scheduling your emails is a handy tool, especially for night owls burning the midnight oil. If you find yourself frequently working late into the night and need to respond to emails, but don't want to disturb recipients during the wee hours, scheduling your emails is the perfect solution. This feature enables you to compose your messages at your convenience and set them to be sent at a more appropriate time, ensuring that you don't interrupt someone during sensitive hours of the day.