Email is one of the best modes of business communication in corporate world when it comes to managing your outsourcing partner apart from IM mode and to document things. It is not surprising to see that internet is full of material to improve email etiquettes, how to write an email, tips, tricks etc. Those who know its importance can tell you the magic and how email etiquettes can build or ruin your business relationship, solve or create problems and how a good email can do wonder in project communications. The mail goal of a good email is to express your thoughts and solutions, not to impress.
There are many known issues related to email etiquettes, lot of them depends on your country, company you work with, and it gets more challenging when you are dealing with across the globe. Companies have now started spending lot of time in training their client facie project managers, sales and marketing teams so that they can easily present the solution to the client or prospects and put their thoughts in the words.
Below is a quick and simple cheat sheet for email etiquettes:
1) Simple and Straight: As I mentioned above, you should focus on expressing your thoughts and solutions in simple and easy way, instead of impressing the reader from your English vocabulary. It comes handier when you are in outsourcing business since not all your readers are Harvard pass outs.
2) Short and Crisp: I bet you do not want to read an essay in your emails. Value the time of the reader, keep it short, and crisp so that it stays relevant to the purpose of communication. If you want to explain in details – try calling the person instead of giving them pagers to read. Your email should be about a single topic with relevant subject line. Do not mix different topics within same email.
3) Be Formal: Email is part of business communication and is highly considered as proof of your thoughts and actionable items you suggest. No matter how closely you know the reader, keep your email professional and formal. Never use short text, IM lingo, casual words or abbreviation.
4) Personal or General: I am sure you do not spend much time in reading email, which starts with just “Hi” or “Hello”. You will show more interest if that is targeted for you. Using proper salutation and recipient name is necessary.
5) Watch your Content: Every email you send portrays your image, your company’s image. You are talking on behalf of your company and any information, which goes out, will belong to your company. You need to be aware that someone else (who is not the intended recipient) can read what you write.
6) Avoid Idioms: It is very risky to use idiomatic expressions in your email especially in outsourcing business. You are dealing with cross-cultural teams and your idioms may not go well with them. Avoiding them is the best bet. However, if it is must to use then spend some time in making sure that unintentionally you are giving wrong impression and confusing your reader.
7) Time is the key: Based on my experience I can say that you should reply your email within 24 business hours (lesser is favorable). The sooner you acknowledge, better you can connect with the sender. If you need time to respond, do not wait until you find the answers, instead send a note that you are working on it. It will maintain transparency and confidence that senders email is in process.
8) Recipients: It is strongly advisable to crosscheck whom you are sending your email. Double-checking the email id, which you need to keep in “To” and in “CC”, Subject line, assures that you know what and to whom you are sending.
9) Communicate: Never use ALL CAPS in your email, since it considered as you are shouting on reader. It is not advisable to reprimand someone, make some look stupid and questions one’s credibility in email.
10) Attachments: This one of the common mistake which every does. We get ourselves so engrossed in writing emails that at times we forget to add proper attachment or send something, which is not relevant. It is best to crosscheck your attachment to make sure it others can open and it contains information, which you want to share with that email etc. Never send heavy files (keep it to max 1 or 2 MB) and .exe files over emails.
You might notice that they are quite simple tips for email etiquettes, but the fact is we tend to forget them at times.
Sales and Outsourcing consultants at Globality consulting have experienced in dealing with such issues and while supporting our clients we make sure that both clients and offshore development team maintains transparency in communication. Get in touch with one of your consultant at email@example.com for more details on how we manage the project and maintain transparent communication.