How You Communicate In Your Emails …

November 18, 2015

How you communicate in your emails is how you are perceived.  As a person.  As a company.

We do a lot of email and diary management for clients and the most important thing for us before we start is knowing how they communicate in their emails and who are they communicating with?  We talked last week about a brand voice guide and I can’t emphasise how much having one of these saves time getting up to speed with their communication style.

When communicating, especially by email where things can easily be misinterpreted, know the tone and impression you want to convey.  Are you professional and strictly business, friendly and casual, quirky with lots of personality or a mixture of these?  Do you want staff closing emails with Kind Regards, Cheers or Thanks?  It’s these little details that your customers, prospects, suppliers and colleagues use to form their impression of you, and your company.

Templates help enormously.  If you live in gmail, canned responses can save time and help your team communicate as a brand.  Likewise, if you’re using Outlook it’s a simple thing to set up some templates which can also make up part of your brand voice guide and shared throughout your team.

Think about who your customers are when deciding or defining your communication style.  Whether emailing to confirm an order or setting a meeting to pitch your proposal, how your email is worded and the impression your reader has of you after reading your email will impact how successful you are in securing that order or confirming the meeting.  A fantastic tool to help you with this (for gmail users) is Crystal.  Crystal for Gmail makes suggestions to your email as you type, translating your communication style to the recipient’s.  Note: This tool is also invaluable in researching new customers, team members, suppliers etc before you meet – give it a try!

It goes without saying, when communicating via email – be careful.  I’ve made my fair share of email faux pas.  Here are 7 email blunders you don’t want to make:

I hope these tips helped you with how you communicate in your emails and more importantly, how consistent your team is in portraying your brand through email.

If you have any tools you use that help you communicate, please share!

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