Working with fewer resources this year has created more pressure and stress for many professionals, and some of the signs of this stress are leaking into our daily communications. These recommendations may serve as reminder or be news to you, whatever the case remember you are in charge of how you communicate using the varied tools we have at our disposal. Use them wisely to develop productive, respectful working relationships.

Let’s begin with the When Not To Use Email Correspondence:

#1: Avoid using email communication when differences of opinions, perspective or an out right conflict is occurring. #2: Avoid using email communication when the topic is sensitive or of a confidential nature.

If email correspondence is utilized when these types of situations are occurring it can be counter productive and worse yet cause unnecessary drama. In many cases, it causes further misunderstandings that result in a break down or loss of trust.

What to consider before sending an email?

- Do not use email to discuss or communicate confidential topics.

- Communicate complaints or dissatisfaction directly with an individual. It is ineffective sending complaints about individuals to third parties via email. Give an individual the respect of a phone or face-to-face conversation. The opportunity to clear up a misunderstanding is very important in promoting collaborative communication.

- Communicate highly complex information or subject matter that involves a number of details through other means. A telephone call, face-to-face conversation or meeting can reduce misunderstandings.

- Negotiations usually need back and forth communication. If you find yourself responding more than two times on the same topic, choose an alternate form of communication.

- Write your message in whatever word processing software you have available first to avoid spelling and grammar errors.

- Avoid sending emails when you are frustrated, upset, overly stressed. Wait until you are objective and back on center.

What are some basic email writing tips?

- Think of the subject line as the headline of an important news article.
- Place the most important statements in the first paragraph.
- Keep paragraphs short for easy reading.
- Use sub-topic headings when you have a lengthy message.
- Utilize numbers or bullets to organize and simplify your message.
- Request an action or invite your recipient to provide further information in order to complete a task.
- Re-read email messages at least once before sending, if you can read it out loud that really helps.