Have you ever clicked on ‘Send’ and wished you hadn’t? Or sent a seemingly straightforward email, only to receive a different reaction to what you anticipated? Have you ever sent an email and forgot the attachment? Or sent an important email, only to find that it stagnated in the recipient’s inbox for days, or was overlooked as spam and deleted without being read?
If so, you are not alone. Despite the popularity of email as a communication medium, particularly in the workplace, many users are not proficient in its use.
Consultrain has developed the following quick and easy acronym to help you avoid these common email pitfalls and ensure that your emails PASS with an A+ every time!
| P | Purpose | Is email an appropriate medium for your purpose? Does your email express your purpose clearly and concisely? |
| A | Audience | Have you tailored your email message to suit your audience? Is the salutation and tone appropriate? Have you used any acronyms or jargon that they may not understand? Have your tried to read it through their eyes? |
| S | Subject Line | Is your subject line clear, concise, accurate and engaging? Will it stand out in a full inbox and encourage your recipient to open it? |
| S | Support | Have you provided any necessary supporting information or documentation? Can any attachments or web links be opened and read? |
| A | Action | Have you been clear and specific about what action needs to result from your email, and by when? |
| + | + 3 more P’s | Have your proof-read your email – for spelling, punctuation, grammar and tone? Is the tone polite and professional? |
So check that your email does PASS with an A+ before clicking ‘Send’. The minute it will take you will save you much more time in the long run by reducing unnecessary delays and misunderstandings. It will also help you to improve the professionalism, quality, efficiency and effectiveness of your email communication at work.
To discuss how training in effective email communication might benefit your workplace, call Adele on 0412 683 759, or send her an email at adele@consultrain.com.au