The most common ways that companies deliver information internally are through emails, memos, and other company-wide announcements. Staying professional while delivering a message to others is a difficult task. Take a look at our tips for proper email composition etiquette.
Get to the important information quickly. Keeping your message concise is important and will be appreciated by your co-workers. Put some thought into the subject line of the email as well. Don’t ever leave it blank or be too vague. For example, email subjects like “staffing change” aren’t as direct as “Welcoming Mr. Smith to the Accounting Department”.
Keep it Brief
Company-wide announcements should be friendly and to the point. Avoid being overly polite to the point of being wasteful. Other employees don’t need words like “it is with great pleasure that we are pleased to announce…” Bluntness, however, can be misconstrued as rudeness. Saying “I need to access the Miller account to update their billing information. Could you help me with the login information?” will be more appreciated than “need Miller login”.
Don’t Assume Privacy
All too often, corporate workers get themselves into trouble by accidentally hitting “reply all” on an email. Anything that you send in a professional setting should be well received when read by any other employee. Remember, to CC someone on an email means you are sending a carbon copy. A BCC is a blind carbon copy, meaning those names are hidden from other recipients.
Recognize Others’ Accomplishments
If you are announcing some upcoming news or company changes, acknowledge others that helped make it happen. Not only will they appreciate it, but it will motivate others in the company.
Proofread Your Writing
Check for spelling and grammar. If they aren’t your strongest abilities, look into free grammar editing tools like Grammarly, After the Deadline, or Onlinecorrection.com. Send a draft to a co-worker to look over your writing beforehand if possible. Formatting is also important. Break your thoughts into small paragraphs, number your points, and avoid getting too elaborate. Simple is best.
Use an Appropriate Signature
Use phrases like “all the best” or “regards” to end your email in a professional manner. Sign your email with your full name and contact information. Don’t assume that your recipients know who you are and be sure to give your audience alternative ways to contact you.
Following Up to Emails
Make your expectations realistic and clearly state the next action steps. If you do need follow-up information, leave it open-ended and give your recipients the opportunity to provide it for you. In reverse, respond promptly to any emails you receive from others. This shows respect in the workplace.
Electronic communication can be difficult in a corporate setting. Often, messages are misinterpreted when done electronically. Following a few of these tips will keep your messages clear and communication among your company open.
If you are looking to set up a face-to-face meeting or corporate event, contact Earle Brown Heritage Center. We Have a wide variety of options available for almost any size meeting or event.