The Key to Writing Better Emails

Effective communication in workplaces fosters good working relationships between the staff and leaves no room for misunderstanding and message alteration. Poor communication habits are inevitable today due to digital communication reliance. There is a need to learn how to write clear messages and read them carefully to have good communication habits.

Before, people communicated across tables listened to their colleagues’ ideas, and gave feedback. Today, communication is expressed in written form. Text on a screen has replaced listening as people use email, text, and IM to communicate.

There is less comprehension when reading texts on a screen than on print. People would instead skim through texts than allocate time to read the full text. Replying to volumes of emails becomes burdensome, and people end up giving devoid and confusing responses. Below is a guide to writing better emails.

Reference Details when Communicating

Before giving a response, go back to the email received and respond as expected. For long emails, respond to specific parts that the sender needs feedback on. This kind of response shows one took time to read through and think before responding. Too brief and sloppy answers may not provide clear and accurate communication to the audience. Leaders need to communicate clearly for work guidance to avoid confusion. Proofread text before sending it to avoid misinterpretation. Use proofreading and spell-check programs to improve writing skills.

Check the Tone Projected

The tone is defined as the character and attitude of a message. The recipient and the audience determine the kind of style to use. When texting in digital communication, people should keep in mind the visual impact of their tone. Give a substantive response with an empathetic manner when communicating. When people are not in a good mood to respond to a message, they should let the sender know they plan to read and respond later instead of giving a sloppy response.

Talk Instead of Texting

Some emails may require back and forth communication for a solution. It would be wise to talk instead of emailing to save time. One can use video calls, live meetings, or a phone call. Talking also clears confusing emails.

Digital communication is a challenge as there is no clarity in body language, tone, and eye contact with the other person. Organizations need to have the skills of reading and writing carefully for better communication.

Edita Kaye is a Southern Californian business book author with multiple accolades and awards that are emblematic of her success — read more @ EditaKeye.com

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