Like most people in business nowadays, I communicate mainly by email to business clients, colleagues, friends and, occasionally, foes. It’s fast, easy, convenient and, sometimes, less challenging than a phone call. And it’s for all those reasons, sending an email isn’t always given the attention it deserves.
I’m amazed how many people in business bang off an email at great speed, without considering how it might be perceived by the recipient. I’m not talking about being late for lunch, I mean the important emails that are likely to have a real impact – the serious matters that can seriously affect a business relationship. Here are a few examples:
- A short while ago, I had several emails from very senior executive, who worked for a large, international company. The poor use of language, appalling punctuation and terrible spelling contained in the emails was so bad, it was impossible not to re-consider just who I’d been dealing with. When I met him face to face, he came across as a reasonably smart guy, but in his emails he sounded like a complete idiot. He was a client of our agency, so I didn’t think it wise to comment on the quality of his writing, but I did wonder what impact his emails had on his business reputation.
- Emails can also be an early warning system, too: our business was about to entertain a relationship with someone new. Initially, they came across as warm, friendly, intelligent and well-versed in their specific area of expertise. Then, after a short while, we began to receive emails which sounded like they came from a different person – this one was blunt, aggressive and cold as ice. We had a few more meetings which saw a return of the warm, friendly human being again, followed by another volley of combative emails. They told us what our team needed to know – the tone of the emails revealed so much more than the actual content. We had seen the dark side and it was time to say goodbye. Very politely.
- Some friends had been told by a long term client that they would not be continuing their contract. Naturally, they wanted to retain the client and were about to send an email which proposed to explain the reasons the client should re-consider. Before they did so, they sent me two versions, long and short, and asked which I preferred. In fact, there were problems with both. One was too detailed and matter of fact, while the other was overly assertive and exposed their emotional feelings about the matter. It took outsider’s perspective to see what our friends couldn’t – they were simply too involved to appreciate the tonal emphasis each email expressed. They were delighted that they were made aware of the issues before they were sent.
If there’s one golden rule regarding emails, it’s to imagine that the person you’re sending it to is sitting right next to you. If it doesn’t pass this test, don’t send it.
Posted by Ian Minter
Hours fly by, days become weeks and I just about realised it was October, without having a clue what the date might be. Working in the creative business (daren’t say advertising anymore), this situation isn’t one to complain about, especially in these precarious times, even when we’re supposedly post- GFC.