The 10 Commandments of Effective Email

Doesn't it seem like more and more of our communication happens electronically?  

The way that people read you really begins when people (wait for it) read you. That's why it's vital to have a clear understanding of how to make your point without making an enemy, via email.

The language of leadership is electronic and the medium matters, when it comes to effective workplace communication.  Self-expression is important too - but some messages don't belong in an email. How do you balance authenticity and protocol, before you hit "Send"?  Consider these "Ten Commandments" as a guide for your next keyboard communique.

1. Thou Shalt Keep it Clean.

Why? Look at this button here on the left, it says: “Forward”.

You can’t unring a bell, so choose your words (and images!) carefully.

Always use a subject line, appropriate greeting and a smart signature.  (By the way, why are you sending me fourteen lines about your academic and professional accomplishments, when we work together every day?  Ask yourself: how many lines are too many, when it comes to your signature?  I like a number that's less than four...)

2. Thou Shalt Not Rant.

Freedom of speech is a right, but exercising that right means using it the right way. If you disagree with the recent policy announcement, going off in an email is probably not the best way to convey your displeasure.

How does ranting get any meaningful results? Sure, you may feel better…until your boss comes in to discuss your attitude. Or, your employment! Seeking real change is about putting your emotions and passions into action, not (just) into an email so you can feel better.  Ask yourself, what do you really want here: to get something off your chest...or to create real change for yourself / your organization?

Well-placed dissatisfaction can be an effective tool...but use it wisely!  

3. Thou Shalt Not Reply All.

Don't worry, I send this message to everybody.  ;-)

4. Thou Shalt not SHOUT AT PEOPLE.

Laziness, plain and simple. Surprising, but people still do it. Why? STOP IT! (whoops, sorry. Moving on…)  

5. Plan that time-sensitive info will FAIL, via email.

Planning is not a good use of email. “Who can make the meeting on Thursday?” is an email topic that will create endless spin and rescheduling – assuming everyone sees the message before Thursday.

What works best in email: Information, Instruction (or confirmation) and Documentation.

Let people know that the meeting has been scheduled, and send out the meeting request. Verify key players via telephone or face-to-face. Email can’t do it all!

6. Beware the “BCC” and use it wisely.

When used with the “Reply All” button, you can get some surprises that no one wants and you didn’t intend. Caution!

7. Do not covet the ability to cc: 3 or more people.

It’s not always off limits, but it’s a yellow flag if you are cc:ing a multitude. Especially if you are cc:ing your boss’s boss, or otherwise going up the chain. Ranting or other violations, when combined with copying every singer in the choir, can be a real CLM (career-limiting move).

8. Remember that email is never the first/last/only communication tool.

Are you the gal who pontificates via email? Are you the dude who issues edicts, not emails? It’s easy to hide behind the keyboard and assume a different persona. Step out of the Matrix from time to time, and don’t let email be your only connection to your team, your co-workers, or others.  Be unexpected and pick up the phone...

9. Thou shalt not choke your co-workers inbox with enormous attachments.

Just put that file on the server, or use Dropbox, Hightail or some other service. Be smart about large file transfer. ‘Nuff said.

10. Send commands via email wisely. Please. 

Because even if (or especially if) you’re the boss, how you ask for something is even more important than what you need.

Before you hit “send”, ask yourself if you are being lazy - or if you are being effective - with email.

Communication matters.  

In fact, as much as 80% of business issues are actually communication issues.  Set an email policy, or open up a discussion within your department, so that others know where you stand. Email protocol is a bit of an unwritten law – there’s no ‘manual’. But, there are expectations.

What are yours?

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Chris Westfall is the US National Elevator Pitch Champion, and delivers keynotes for high-growth businesses around the world. Learn more at westfallonline.com.  Chris regularly works with business leaders to create multi-million dollar results, building engagement for high-growth businesses and Fortune 500 companies. His leadership communication strategies have been featured in multiple books, including The NEW Elevator Pitch and BulletProof Branding.

To find out more about his keynotes, workshops and trainings, visit his website at westfallonline.com - you can also follow him on twitter @westfallonline