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Tip #46: “TLDR!”
Long emails at work are not appreciated anymore than long documentation is. Sometimes you are asked for the latter only to have the requestor ignore it. In fact, “too long, didn’t read” is a trick you can use to inhibit a decision and slow progress. Kill the recipient with too many details or options and they’ll shut down and do nothing. And if you need them to do something so you can continue, now you have some free time at work! Generally, people don’t want too many details at once, and if you really must give it, do it in person. It goes down better as a conversation, not a manifesto.
Tip #47: “Beware of Tone”
Any sentiment that is even slightly negative should not be delivered in writing if this can be avoided. And if it is, you must be highly aware of tone, which can be easily read into your words. Be on high alert for your agitation levels and talk to someone in person or on the phone if negative emotions are at all present in you. Jobs have been lost over perceived tone, and lesser consequences aren’t much better.
Tip #48: “Go with Defaults”
Showing personality at work can be fine depending on how it’s done, but avoid changing the white background of email to something gaudy. Or using weird fonts no one can read. Or writing in pink. It is just distracting. Keep your signature short, to the point, and professional, too. No huge images, slogans, or other crap.
Tip #49: “Read Receipts Are Evil”
When sending email from a program like Outlook, you can request a read receipt, meaning you get notified when the recipient’s click on it. This comes across as “I know you read it so why didn’t you respond?” Regardless of your intentions, it can be seen as passive aggressive and many people don’t like it and will set Outlook to “never” give them. You can do this, too, but what’s more important is to never be the person requesting them. It is overbearing. There are better ways to follow up with someone, but few worse ways.
Tip #50: “Use Your Strength”
For many of us, talking in person is superior than the phone, which is superior to email/texts. Figure out which one works best for you and make it your default. This is especially true if you have anything negative to say. A smile or friendly voice tone can smooth over the message in a way that words on a screen simply cannot, but maybe you’re the exception. Find your strength and rely on it. Find your weakness, too, and beware of it!
Bonus: “Don’t Use Nicknames, Etc.”
Always refer to people by name, not something like “sunshine.” Some nicknames can be perceived as sarcastic, but even if done seriously, still run afoul of the annoy-o-meter. Some people are quite cynical and even cheeriness (such as “sunshine”) is unwelcome. Sexist words like “baby” are also out. The best you can get away with is stuff like, “Hey man,” because it’s so generic.