Image courtesy of Latina Moms.
Gone are the days of writing letters to communicate with one another. Technological advancements have allowed us to reap the benefits of the internet, smartphones, and texting, to name a few.
Unsurprisingly, these advancements have trickled into our work lives, with employers starting to rely heavily on these forms of marketing and communication. In this new virtual age, emails have essentially taken over the workforce.
During the COVID-19 pandemic, many companies were forced to transition into a work-from-home environment, and many have yet to return to the office. These days, when you did not have the liberty to step into your manager’s office or peek through your colleague’s cubicle to have a conversation, you realized you would have to start using emails as a primary form of communication.
However, you quickly realized that anytime you would have to send an email, you would spend hours pondering what to write, how to write it, and meddling around with other tasks, all to avoid actually writing it.
When it comes to emails, they can be challenging to draft as you are not sure how the reader will react. It is very easy to misinterpret what others write, as everyone has different ways of expressing themselves. This is especially true when you must send a problematic email because your colleague missed a deadline again.
All hope is not lost, though. Work does not have to turn into this highly stressful environment because you fear drafting and sending emails. You should feel empowered to speak your mind and say whatever is necessary to fulfill your work duties.
Here are some ways you can start your emails that will help you in the process of drafting your next message.
When drafting emails, Keep It Simple
Although it may seem obvious to you that you should start your email with a greeting, many people get stuck in this part because they are not sure how to do so.
Start your email with a simple “Hi there” or “Hello Ana.” This will set the tone for the rest of the email and show that you took the time to greet them.
Stay away from phrases such as “To whom it may concern” as they come off dry and as if you did not care to take the time to figure out who you were addressing.
Acknowledge Your Recipient
It’s very easy to fall into the trap of “keep it short and simple.” While you shouldn’t be sending paragraphs-long emails, don’t forget to acknowledge your recipient.
A simple “I hope this email finds you well” or “I hope you enjoyed your holiday” adds a personal touch. After all, you wouldn’t show up to your manager’s office and right away start dumping problems on them.
Ultimately, this will set the basis for your email and help your thoughts flow more smoothly.
How To Follow Up
One of the downsides of emailing is that it can easily get buried in an inbox. An office staff member receives about 121 emails every single day.
Therefore, it is essential to be mindful of this and understand that sometimes, emails simply get missed. Instead of taking it personally and dreading sending a reminder email, try sending “I’m checking in on the status of…” or “As we discussed last week during our phone call…”
Don’t fall into the “corporate clapbacks” trap and sincerely follow up. This will give you control over the situation and show your excellent work ethic.
Try these tips and watch your anxiety from drafting emails to become a thing of the past.