Making it count: Tips for effective email communication

Email is woven into our work lives. It’s important, and we should treat it as important, so we need to take a minute to think about making it more effective. Here are three suggestions.

Suggestion No.1: Respond

Somewhere along the line, email made us forget basic manners, but its ease of use is to blame, not our basic nature. Someone in the hallway says, “Good morning,” and we respond in kind. But oftentimes, people send an email and get no response. Example: “Hi. I have a doctor’s appointment and won’t be able to make the meeting on Friday. I’ll review the meeting notes on Monday.” Then, crickets.

The sender thinks: Did the person get the email? Is she upset with me? At worst, catastrophic thinking sets in. How hard is it to respond with “Hope you’re well, and thanks for the heads-up”? To ask the question is to answer it.

Suggestion No. 2: Write a meaningful acknowledgment

Let’s say you’re copied on an email to your work group. “Lola’s article on XYZ was published in our industry magazine. A copy is attached. Way to go, Lola!”

Here’s your choice: Tap out “Congrats” and get on with your busy day, or make an investment of 5 minutes to peruse the article and write, “Liked your article. Good grouping of the issues we face every day. A real contribution. Thanks.”