By Freddie Tubbs
Email is quite possibly the most commonly used forms of communication in your HR department, as it is with most HR departments across the world. However, have you ever taken the time to consider just how effective your email communications are and how improving and streamlining your processes could improve your day to day operations and the overall success of your department?
If not, today we’re going to explore eight essential tips you need to know in order to improve your email communications, bringing a whole new level of success and productivity to your business.
#1 – Direct & Concise
The first thing you’ll want to know about improving your emails is the art of being concise. It’s easy to get carried away with our emails and try to bulk out what we’re trying to say in the hopes of making the recipient understand our message.
However, nobody in the HR department has the time to read and reply to an essay’s worth of content, so make sure you’re keeping your messages as short and precise as possible. There’s no reason to beat around the bush.
#2 – Focus on Your Subject Lines
The subject line of your emails is perhaps the most important element. Without comprehensive subject lines, the recipient will have no idea what your email is about, how important it is or what resources they need to address it.
Make sure you’re clear with your subjects in order for the recipient to know exactly what they are dealing with and can, therefore, handle their inbox professionally. You can also use subject line generators like State of Writing and Ukwritings to help.
#3 – Address Bad News Directly
Since you’re in the HR department, there’s a high chance that you can be dealing with bad news. This could someone not getting a job, an internal employee issue, regulation breach or someone handing in their notice which is going to annoy the boss. We’ve all been there.
However, when you’re writing your emails, it’s important to remember that buttering your bad news up is not effective and you’re only going to waste time or run the risk of misunderstanding. Bad news is bad news; just get straight down to it so it can be addressed.
#4 – One Message Per Email
If you’re writing an email and you include a lot of points, this is maximising the risk of miscommunication and misunderstanding for your recipient. “Facts and figures can become blurred, especially if the reader is skimming your message. As a rule of thumb, always keep to one email per message to ensure that things run smoothly” – explains Clifford Saxon, an Email Marketer at Uktopwriters.
#5 – Read First, Send Later
While emails can be sent, received and sent in a matter of seconds, it’s vital that you read through your emails before you send them to make sure that you’re communicating the right message. You don’t want to cause offence or miss out a critical piece of information which could cause problems later on.
#6 – Read Emails Carefully
Hand in hand with the consideration above, when you receive an email, make sure that you’re reading it through properly, so you fully understand the message that you’re reading. If you’re skimming it, you could miss something important which will only result in more emails which wastes time and energy.
#7 – Only Send Accurate Emails
If you’re sending emails that are full of mistakes and typos, you’re only increasing the chances that there’s going to be problems later down the line. One wrong word or typo can completely change a message which is almost sure to cause issues or misunderstanding. Here are some online tools to prevent this becoming a problem;
- Grammarix – An online grammar checker to ensure the grammar in your emails is perfect.
- Academadvisor & Essayroo – These are two sites full of editing guides and tips for improving your email editing techniques.
- Easy Word Count – A free online word count tracker to ensure your emails stay short and precise.
- Boomessays – As recommended by the HuffingtonPost, this is a site that can help you proofread your emails.
- Cite It In & Paperfellows – Two professional tools for adding properly formatted references to your emails.
#8 – Don’t Forget About Other Channels
While email may be a popular way of communicating with people throughout your business and within your department, don’t forget that it’s not the only way to communicate. Sometimes, a message will need to be delivered, and an email simply won’t cut it.
You could use instant messaging, a phone call or even sending a letter if appropriate. Don’t forget that you’re not just restricted to emails.
As you can see, there are many things you can do when it comes to improving the email skills and level of communication within your HR department. Always be considerate of your reader and take as much care as you can when receiving them and this will do wonders for your HR department and your own productivity.