How do you use email to communicate with your team?

1 Choose the right email protocol

Email protocols are the rules and standards that govern how email messages are sent, received, and stored. Depending on your email provider and client, you may use different protocols such as SMTP, POP, IMAP, or Exchange. Each protocol has its own advantages and disadvantages, so you should choose the one that best suits your needs and preferences. For example, if you want to access your email from multiple devices and sync them automatically, you may prefer IMAP over POP. If you want to use advanced features such as calendars, contacts, and tasks, you may opt for Exchange over SMTP.

2 Write clear and concise subject lines

The subject line is the first thing that your recipients will see when they receive your email, so it should be clear and concise. It should summarize the main purpose and topic of your email, and include any relevant keywords or identifiers. For example, if you are sending a weekly report to your team, you could write something like "Weekly Report: Project X - 10/25/2021". Avoid vague or generic subject lines such as "Hello" or "Update", as they may not catch the attention of your recipients or convey the urgency of your message.

3 Use appropriate tone and style

The tone and style of your email should match the context and audience of your communication. For example, if you are writing to a senior manager or a client, you may want to use a more formal and respectful tone than if you are writing to a colleague or a friend. You should also avoid using slang, jargon, or abbreviations that may not be understood by your recipients. Use proper grammar, spelling, and punctuation, and proofread your email before sending it. You can also use tools such as Grammarly or Hemingway to check and improve your writing.

4 Structure your email logically

When crafting an email, it is important to have a logical and consistent format. Start with a polite and appropriate greeting, such as "Dear John", "Hi Lisa", or "Hello Team". Introduce yourself and the reason for your email, providing context or background information if necessary. In the body of the email, provide the main content and details, using paragraphs, headings, bullet points, or numbered lists to organize your information. Keep sentences short and simple, and use transitions and connectors to link your ideas. Summarize the main points and outcomes of your email in the conclusion, providing any action items or next steps for your recipients. Finally, end your email with a courteous and professional closing, such as "Sincerely", "Best regards", or "Thank you". Include your name, title, and contact information for reference.

5 Follow email etiquette

Email etiquette is the set of rules and norms that govern how you should behave and communicate in email. It is important to follow these rules to avoid misunderstandings, conflicts, and errors, as well as build trust and rapport with your team. For instance, you should use the appropriate email address and recipients, reply promptly and politely, and avoid spamming and phishing. Make sure you use your work email address instead of your personal one, check that you have the correct email address and name of your recipients, use the To, Cc, and Bcc fields wisely, acknowledge that you have received and read the email if you need more time to respond, be polite and respectful in your replies, and report any spam or phishing emails to your email provider or IT department.

6 Use email tools and features

Email tools and features are additional functions and options that you can use to enhance your email communication and productivity. Depending on your email provider and client, you may have access to different tools such as attachments, signature, calendar, filters, and folders. Attachments allow you to share files with your recipients, but you should be careful about the size, format, and security of your files. You can also use cloud storage services to share your files via links. A signature at the end of your email will help you save time and add professionalism; however, you should keep it simple and relevant. You can use a calendar to schedule meetings, events, or tasks and invite team members to join. Filters and folders will help you sort, organize, and prioritize your emails so that they are easier to find and access. All these tools can help reduce clutter and improve efficiency.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?