Photo by Austin
Sending an email without first checking its content is a pet peeve many of us share. While most people are lenient about spelling or grammar mistakes, content inaccuracies are an entirely different matter. Errors such as addressing the wrong question, stating incorrect facts, inserting the wrong date, or simply being unclear can misrepresent your message and often have the most serious repercussions.
Avoiding Common Content Errors
Almost all content errors can be avoided by re-reading your email before hitting ‘send’. Despite being busy, finding the time to re-read is crucial. If you can’t find time for a quick review, when will you have time to rewrite an entire email? These errors are a leading cause of frustration and extra work in email communication, and eliminating them will save you a great deal of trouble.
Tip 1: Always Review the Entire Email
Ensure you re-read the entire email, not just certain sections or action points. The ‘curse of knowledge’—assuming your readers know exactly what you know—can mislead you into believing your message is clear when it’s not. The only way to truly avoid this pitfall is to put yourself in the recipient’s shoes and read the entire email from start to finish. Remember to double-check names, acronyms, time zones, and important dates for accuracy.
Tip 2: Revisit Both Questions and Answers
The ‘curse of knowledge’ can strike again when you believe you’ve satisfactorily answered a question when you may not have. Reading both the questions and your answers can ensure your responses make sense. Including some context in your answers for validation can also be extremely helpful.
For instance, instead of simply replying with an “Ok,” provide more detail, such as, “Ok, I can confirm our meeting for Thursday at 10 a.m. on October 20th.” This not only reassures the other party but also gives them a chance to correct any possible errors. Remember, a quick “Ok” to an email with multiple questions could inadvertently make you agree to everything in the message. By adding clarity, you avoid potential misunderstandings.
Conclusion
The simple act of thoroughly reading your email can significantly improve your professional communication. By ensuring you review your entire message, check both questions and answers and provide context for clarity, you can avoid common content errors that cause miscommunication. By practicing these tips, you can make email communication a more efficient and effective tool in your professional life.
If you’d like to learn more, check out “Don’t Reply All”
