An Email Edit: The Best Way To Protect Your Reputation.

A quick email edit is one of the best things you can do to improve your reputation.

You don’t need to be an email expert. If you send 50 to 200 email each day (and most people do), you could be destroying your personal and corporate reputation faster than you expect. From a client relationship perspective, how many are you losing… not to mention the negative impact on your productivity?

With over 90% of office communication being done via email, the personal and professional impression you make is largely based on the courtesy and professionalism of your email messages.

Want more proof an email edit is valuable to business success? In an earlier blog post I estimated the average person loses 12 days of productivity every year – not to mention opportunity lost or time spent following–up on  the email messages people have ignored or deleted. Much of this is avoidable with an investment of just a few seconds.

So, what’s a quick email edit you can make to improve a
client relationship? Here are a few ideas.

Email Errors To Avoid:

  • Subject Line: Never leave the subject line blank – or vague.
  • Personalize: Use the recipient’s name in the message to put your reader at ease.
  • Objective: Get to the point immediately. Your readers are as busy as you are… and as many as 75% of your audience may now be reading email via a mobile devises.
  • Long Email: Sure content is king, but long email are most likely going to be ignored or deleted… so keep them short.
  • Punctuation: Structure your messages so they are easy to read and easy to respond to.

Be Sure You Also Do This:

Your readers will see you as a professional (so will your boss), if you always support your organizational values. For example, if ‘Customer Delight and Reliability’ are two company values, use your email as an opportunity to let them know you’re available to help (but please don’t make it a part of your canned email signature). Being approachable is one of the best things you can do to gain people’s trust and respect.

Conclusion:

Effective business writing can have a direct (positive or negative), impact on your reputation and your productivity. A quick email edit will swing everything in your favour. Every email you send is an opportunity for you to promote and market the best of you and your organization.

You don’t need to be an email expert to decrease your email errors. In just a few hours we work with your whole office to turn every email into a client relationship tool – helping your staff become part of the solution.

Happy communicating.

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Bruce Mayhew Consulting facilitates courses including Email Etiquette, Managing Difficult Conversations, Multigenerational Training, Time Management and Mindfulness.

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Give us a call at 416 617 0462. We’ll listen.

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About Bruce Mayhew
Bruce Mayhew is a Leadership Coach, Keynote Speaker and Corporate Trainer who builds strong client and co-worker relationships that give clients a competitive advantage. Our training and development programs include: ■Generational Differences ■Effective Business Email Writing ■Email Etiquette ■Phone Etiquette ■Behaviour Event Interviewing (BEI) ■Mindfulness ■Using Linkedin to Build Client Relationships ■Objective Setting Made Easy

3 Responses to An Email Edit: The Best Way To Protect Your Reputation.

  1. Great post (as usual), Bruce.
    I know I saw myself in more than a couple of the common ‘gaffes’.

    One of the key challenges I face is in personalizing email that’s intended for a group audience.
    Any tips?

    Bryce Winter

    • Bruce Mayhew says:

      Hi Bryce,
      Thank you for the great question. It doesn’t have one single answer – so please stick with me.
      I’ll assume your CRM doesn’t let you merge your message with your database to personalize your message. That’s too bad.
      First, every situation and every audience should be considered separately. For example, if you are sending good news vs. bad news your overall approach should change.
      So, here are a few general recommendations:
      • If there are two or more groups – split them. Keep the messages specific and relevant to your audiences needs… not your ease.
      • Your email subject line is a key part of a group distribution. Of course it’s important for all email – but especially so with a group. Let it be short and relevant to your group and the content.
      • The email address you send from should be personal – not from something like admin@abcdefg.com
      • Never put everyone’s email address in the To… or Cc… fields. Also, don’t mail it to yourself and put everyone in the Bcc (especially a client / supplier email). Use a group distribution list.
      • Call your group distribution list something meaningful – not something like ‘Audience 1’.
      • Do your best to personalize whatever you can. For example”
      Dear Valued Client,
      As a recent purchaser of our rust proofing system we want to get your feedback….

      I hope this helps Bryce.
      Thank you again for your feedback and taking the time to ask a question. If I can help further please ask.
      Much appreciated.
      Bruce Mayhew
      Corporate Trainer

  2. Pingback: Email Management / IM Management: 4 Easy Productivity Tips « Bruce Mayhew Blog: Business Communication

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