Effective communication helps to build trust and respect among co-workers. It also can help create a learning environment and assist teams in reaching goals. Email is a quick way to communicate with one another, and it has become an integral part of daily interaction at work. It is essential for individuals to observe some rules of etiquette before sending an email, so the receiver understands the intended meaning of the message. Employers should teach employees proper email etiquette to ensure every email sent is professional.
Provide training on email etiquette. Include this training to all individuals hired to work at the company. Establish the basic rules for all company correspondence. Ask employees to learn the rules and display them on the company bulletin board.
Hold instructional seminars on how to construct a professional email. Provide examples of correct and incorrect emails. For example, provide emails that aren’t addressed correctly and use slang, and also provide emails that have perfect structure.
Send ongoing tips on email etiquette in the company newsletter or email tips once a week. Employees will remember tips and tricks easier if they receive them a few at a time instead of a long document.
Discuss proper tone of emails. Avoid slang and regional phrases. Not everyone who reads an email will take it the same way if it contains nonprofessional language. Emails should be exact and get to the point.
Explain the purpose of emails, and when emails should be used or when meetings should take place. Typically, emails should be limited to one screen. If it is longer and contains several issues, it's best to discuss the issues face-to-face.
Teach employees how to set up an email signature with the company information. Keep all emails within the company uniform for a more professional appearance.
Set rules on personal email usage at work. Many employers allow some personal emails. Make sure employees keep personal emails to a minimum. This also should be detailed in the company policies and procedures.
Ask employees to check spelling and grammar before they hit send. All it takes is to read through the email once to check for errors, and then use the spell check features in the email application. Sending an email with multiple errors reduces credibility. This is especially true when emailing a customer.
Based in Atlanta, Melody Dawn has been writing business articles and blogs since 2004. Her work has appeared in the "Gainesville Times," "Player's Press" and "USA Today." She is also skilled in writing product descriptions and marketing materials. Dawn holds a Master of Business from Brenau University.