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What are the best email practices for communicating with colleagues of different ages?

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Email is one of the most common and convenient ways of communicating with your colleagues, but it can also be a source of misunderstanding, frustration, and conflict if you don't follow some basic email etiquette rules. Especially when you work with people of different ages, who may have different expectations, preferences, and styles of email communication. In this article, we'll share some of the best email practices for communicating with colleagues of different ages, and how to avoid some common email pitfalls that can harm your professional relationships and reputation.

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Britnie Lubman

??Disney Executive Assistant??♀? ??17 Spectacular Yrs w/ Disney?? ??Screenwriter???? ??Songwriter ?? Piano…
Janine Jellars (MBA)

Brand Marketing | Digital Communications | Author | MBA (GIBS)
Cazey Tan (Kar Can)

?Impact-Driven Digital Marketer | ??3 Favikon Digital Marketing Malaysia Influencer on LinkedIn | ?CDT Manager at…

1 Know your audience

Before you write an email, think about who you are writing to, and what kind of tone, language, and format they would appreciate and respond to. For example, older colleagues may prefer more formal and polite emails, with clear subject lines, salutations, and sign-offs, while younger colleagues may prefer more casual and concise emails, with emojis, abbreviations, and informal greetings. Of course, these are generalizations, and not everyone fits into these categories, so you should also pay attention to how your colleagues write to you, and adapt your style accordingly. The key is to show respect, courtesy, and professionalism, regardless of the age difference.

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The first step before sending the email is to know your audience's preference. Here are some suggested steps: 1) Observe how they reply emails: - Short, crisp sentences? - Long-winded? - Detailed steps? - Big fonts? - Clean formatting? 2) Mirror how they write. People feel if you are like them, they will respond more promptly and favourably. 3) Adapt to their styles, even though you don't write like them. So long the message and call-to-action is clear, it has served its purpose. Give it a go!

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2 Be clear and concise

One of the most important email practices for communicating with colleagues of different ages is to be clear and concise in your message. Avoid unnecessary details, jargon, slang, or acronyms that may confuse or annoy your readers. Use short sentences, bullet points, and headings to organize your email and highlight the main points. Also, make sure you have a clear purpose and call to action for your email, and state it clearly at the beginning or the end of your email. Don't leave your colleagues guessing what you want them to do, or why you are writing to them.

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Britnie Lubman

??Disney Executive Assistant??♀? ??17 Spectacular Yrs w/ Disney?? ??Screenwriter???? ??Songwriter ?? Piano Player??80’s Music Lover ??Movie Aficionado????Galaga Champion???PLEASE NOTE, I HAVE NO CAPACITY TO REPLY??
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Make it clear, specific, and keep it short. Direct it only to those necessary. In your subject line indicate INFORM, ACTION, or QUESTION, then the rest of your subject. IE: INFORM: Cookies in the Break Room Message - Get one before they’re gone. or ACTION: Messy Break Room Message - Please clean up cookies in the Break Room. Raccoons ?? have raided again. or QUESTION: High Priority Message - Can someone please get me a cookie? Sincerely, Cookie ?? Monster ??

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Janine Jellars (MBA)

Brand Marketing | Digital Communications | Author | MBA (GIBS)
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De-jargon your email! When working cross-departmentally, ensure you're not defaulting to your own departmental jargon to the detriment of colleagues who need to read and understand your message. The basis of email is communication, so change acronyms into long form or explain the terms you use as short hand.

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3 Use appropriate attachments and links

Another email practice for communicating with colleagues of different ages is to use appropriate attachments and links in your email. Attachments and links can be useful to share information, documents, or resources, but they can also be problematic if they are too large, too many, or too irrelevant. Before you attach or link something to your email, ask yourself if it is necessary, relevant, and accessible to your recipients. If possible, use cloud-based services or online platforms to share files or documents, rather than sending them as attachments. Also, make sure you check the attachments and links before you send them, and explain what they are and why you are sending them in your email.

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4 Be respectful and positive

Another email practice for communicating with colleagues of different ages is to be respectful and positive in your email. Respect means acknowledging the other person's time, opinions, and feelings, and avoiding any rude, offensive, or aggressive language or tone. Positive means expressing appreciation, gratitude, praise, or encouragement, and avoiding any negative, sarcastic, or critical language or tone. Respect and positivity can help you build rapport, trust, and goodwill with your colleagues, and prevent or resolve any potential conflicts or misunderstandings. Remember, email is not a substitute for face-to-face or phone communication, and it can be hard to convey emotions or intentions through text. So, be careful with your words and tone, and use emoticons, exclamation points, or other cues to show your emotions or intentions, if appropriate.

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5 Proofread and review

The final email practice for communicating with colleagues of different ages is to proofread and review your email before you send it. Proofreading means checking your email for any spelling, grammar, punctuation, or formatting errors, and correcting them. Reviewing means checking your email for any content, tone, or style errors, and improving them. Proofreading and reviewing can help you avoid any embarrassing or costly mistakes, and show your professionalism and attention to detail. Also, proofreading and reviewing can help you ensure that your email is clear, concise, appropriate, respectful, and positive, and that it achieves your purpose and call to action. Before you hit send, read your email aloud, or ask someone else to read it, and make any necessary changes.

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Cazey Tan (Kar Can)

?Impact-Driven Digital Marketer | ??3 Favikon Digital Marketing Malaysia Influencer on LinkedIn | ?CDT Manager at GroupM |?? I help companies to drive 10X revenue through effective content and performance marketing
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Proofreading before sending an email is important. Here's why. 1. It allows you to check for any mistakes and you are able to make some corrections. 2. If you need to add any further information, you can always do so. 3. Read the email aloud in a 3rd party's POV and understand how the email would sound like to another person. Finally, after a good review of your email, check for the attachments before you hit send.

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6 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?

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What are the best email practices for communicating with colleagues of different ages?

1

2

3

4

5

6

1 Know your audience

2 Be clear and concise

3 Use appropriate attachments and links

4 Be respectful and positive

5 Proofread and review

6 Here’s what else to consider

Business Communications

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What are the best email practices for communicating with colleagues of different ages?

1

2

3

4

5

6

1 Know your audience

2 Be clear and concise

3 Use appropriate attachments and links

4 Be respectful and positive

5 Proofread and review

6 Here’s what else to consider

Business Communications

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感谢您的反馈

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