The Power of an Email

by Jun 9, 2022

Written by: Sabrina Singh

 

A few weeks ago, I received a message from someone I had never met. Her email (about a rather mundane request) was filled with enthusiasm and encouragement. 

The introductory “Good morning Sabrina!!” set the tone for a positive message. And the sign-off was no different, reading:

 

Happy that I can bring some sunshine into your day!

Be brilliant!

Warmly with Gratitude and Grace,

~ Name

 

The email gave me all the information I was seeking, in a way that left me feeling considered, encouraged, and ~ultimately~ happier.

That same day, I received a different email that:

  1. Provided no greeting
  2. Answered my questions in a short, vague manner
  3. Required us both to spend additional time exchanging emails to clarify the vague answers

I felt like I was interacting with a stranger that just wanted to get the interaction over with. Now, I’m sure that person had a million other things happening and no ill intentions. But, intention and perception are two very different things.

While our in-person interactions are important, our virtual interactions can be just as impactful.

So let’s break it down and consider easy adjustments that will help your everyday emails create positive interactions:

 

GREETING

Your greeting sets the tone for the rest of the email. Addressing your recipient by name automatically makes the email feel more personal. Following it with a simple greeting of well wishes will help portray positive intent. For example:

Good morning Sabrina,

I hope you’re doing well! Are you available for a meeting next week?

On the other hand, “Hi. Can we meet next week?” feels rushed, with a tone left open for interpretation. 

However, I’d be remiss if I didn’t bring a little DISC into this conversation, as we all have our own preferences for communication. (DISC is an assessment that helps you understand your own communication preferences and that of your team members.)

If you’re high in Influencer preferences, you might prefer the first email. If you’re high in Dominant preferences, you probably prefer the second and are thinking, “What’s wrong with it?”

I hear you, and, I also suggest that erring on the side of caution when sending emails means being more personable and connectable rather than less. Particularly in a world focused on inclusivity, I suggest that my first example would lend itself to that goal. 

 

CONTENT

The body of the email should be concise, yet informative. And it should address all questions, even if you don’t have the answer. 

If warranted, a simple, “I’ll get back to you on this by the end of the day tomorrow” lets them know that their question wasn’t ignored or missed.

Additionally, don’t be afraid to show some personality! As we continue deeper down the path of electronic communication, we have also continued down the path of informality. I’m not saying you should use emojis every chance you get, but use your best judgment to include expressive elements when appropriate. 

 

SIGNOFF

How you close the message is just as important as how you lead into it. Think of something funny, warm, kind…anything that will reinforce your positive tone.

Making these adjustments will ensure that:

  1. Your recipient feels personally addressed
  2. Your recipient feels heard and acknowledged
  3. Your recipient feels considered and cared about

These are elements that are significant to our everyday interactions…so why wouldn’t we make them part of our virtual ones, as well?

Go off, be free, make someone smile (via email!), and always be kind.

About Catherine Mattice

Catherine Mattice, MA, SPHR, SHRM-SCP is President of consulting and training firm, Civility Partners, and has been successfully providing programs in workplace bullying and building positive workplaces since 2007. Her clients include Fortune 500’s, the military, several universities and hospitals, government agencies, small businesses and nonprofits. She has published in a variety of trade magazines and has appeared several times on NPR, FOX, NBC, and ABC as an expert, as well as in USA Today, Inc Magazine, Huffington Post, Entrepreneur Magazine, and more. Catherine is Past-President of the Association for Talent Development (ATD), San Diego Chapter and teaches at National University. In his book foreword, Ken Blanchard called her book, BACK OFF! Your Kick-Ass Guide to Ending Bullying at Work, “the most comprehensive and valuable handbook on the topic.” She recently released a second book entitled, SEEKING CIVILITY: How Leaders, Managers and HR Can Create a Workplace Free of Bullying.

Reflections on Workplace Behavior: Am I a Bully?

Getting along in the workplace can be tough, and many people wonder if they're behaving the right way at work. One particularly important aspect to reflect on is whether one's actions may be perceived as bullying. Bullying at work is a serious issue that can...

Join Our Team As OD/People & Culture Analytics Subcontractor

Civility Partners believes in making a positive difference for every employee at every organization we work with. Through a variety of services including coaching, training, and organizational culture consulting (OD), we partner with clients to create positive work...

The Importance of Intercultural Communication in Organizations

In the age of globalization, organizations are evolving into hubs of diversity, uniting individuals with varied cultural backgrounds, ethnicities, and perspectives. The process of diverse talents and experiences can lead to innovation and enhanced problem-solving...

Don’t Underestimate the Power of Kindness at Work

Last Monday, November 13th was World Kindness Day. As an organization that is focused on building positive and healthy work environments, being kind doesn't just make us feel warm and fuzzy; it actually helps us achieve awesome results, especially as we're growing....

Dealing with an Angry Boss

In the workplace, dealing with an angry boss is not uncommon. They might get upset for a moment or be consistently frustrated. It can be tough to handle, but if you figure out why it's happening and find good ways to deal with it, you can make the work situation...

When Intersectionality and Toxic Behavior Intersect

We often discuss how various aspects of who we are, like our race, gender, and other things, can impact how we experience the diverse workplace today. We call this intersectionality. However, when the profound concept of intersectionality collides with toxic behavior,...

Ten Ways to Practice Self-Care at Work

Do you often find yourself stuck in a never-ending loop of deadlines, meetings, and tasks? The pressure to do well at your job can be really intense. But it's crucial to remember that taking care of your physical, mental, and emotional health should come before...

What Indicators Help in Identifying Low Performers on Your Team?

Every successful team depends on its members to contribute effectively and work together cohesively. As a manager or team leader, it is important to make sure that your team is working effectively and efficiently. Every team should have people who do their job that...

Why Money Can’t Buy Employee Engagement

Right after I wrapped up my university degree, I was super excited to dive into my career. But let me tell you, it was no walk in the park trying to land my very first job. Finding a job, especially in my hometown, was a real challenge. After a whole lot of searching,...

Is It Unprofessional to Show Your Human Side at Work?

In the fast-paced world of modern workplaces, people have often thought that acting professional means not showing too much emotion or getting too attached to things. Employees are expected to act like they're always super focused and calm, and they don't have much...