As a career communicator, emails are an important part of my day as they’re a consistent vehicle of vital information. From meeting and project requests to announcement to mass audiences, I see many email mistakes from professionals at all career levels. Here are five ways to avoid some of the most common mistakes, many I have been guilty of making myself.
1. Check your internet or Outlook connections to avoid having emails sitting in your outbox folder
Because my MacBook is essential to my work life and the world of communication and social media is never ending, I always keep it with me. Usually in route to my apartment or the office the connection is lost and although it often reconnects automatically, other times I’m not so lucky. I learned this the hard way after failing to respond to an assignment halfway through the day. Mistakes happen, but that one is easy to avoid. Now I check the connection each day when I arrive at the office.
2. Proofread
While this tip may seem like a no-brainer, many people don’t take the time to do it. It’s a necessary step to show the highest level of professionalism, avoid redundancy and pay attention to detail. It’s also common for people to read what’s supposed to be written versus what is actually on the screen. When it comes to emails, reading the copy before they are sent is a great way to avoid confusion or mistakes.
3. Check for attachments
Failing to send an attachment is an email mistake that haunts me. I usually try to attach any necessary documents before sending an email, but if the attachment isn’t a focal point and is more supplementary it can often be forgotten. It’s good practices to upload attachments when you write that they will be there and check to be sure they are saved before you press send.
4. Be sure the information you’re sharing is relevant to everyone copied
Most professionals have several unread emails in their inboxes. While it never hurts to add one more, think about the relevance of the information or how the people included can or should use it. If they can’t, save the space in their inbox.
5. Verify email addresses
I’ve received several emails that weren’t intended for me because of failure to check this box before they were sent. With the convenience of automation it’s easy to type in initials that automatically insert a saved contact address. Sometimes those features aren’t so convenient especially when you have several people that you communicate with regularly or more than one email for your contact. There have been several instances when I’ve received calendar invitations to my personal email because it was saved from the hiring process. Make sure you’re including the right people on your emails and revert to box 2, especially if you’re typing out the full address.
What are some common email mistakes you see and what do you do to avoid them? Share below.
hugs & handshakes,
Jasmine C. Tate