List of Deadly Words to Avoid in Emails
The most pleasant and well manner person could seem like jerks in an email and writing an email which comes out like one would do in person is a fine art. In a conversation, one can adjust the tone, together with the facial expression accompanied with gestures and postures to fit the mood of what is being conveyed to the other person. This is done since people tend to respond on how it is said than to what is actually said. Email tends to strip a conversation plain.
It seems well-organized though otherwise, it turns easy communications into messy misunderstandings. Without the involvement of facial expressions and body posture for guidance in conveying message, people tend to view each word that is typed as an indicator of tone and mood.
Outsource-Philippines firm, a provider of global outsource solution, has gathered a list of ten deadly words which people should not use while composing emails, to make sure that you are not giving the recipient the wrong impression. Should you be using words like `thanks’ or showering with `I’s, me’s together with plenty of exclamation point !!!?, to end the emails, you could be considered as rude even if you don’t intend to do so. Some of the tips to be observed are avoiding swearing, usage of exclamation points sparingly, single one at most. One should avoid using word like `actually’, since it seems to make one sound, insulting and annoying.
Definite Terms/Words Best Said in Person
The site also recommends avoiding saying `sorry’ in an email since it seems better to apologize in person when one tends to make a mistake. According to the company, ‘communicating with clients and colleagues through email does not mean that one should not be careful with the choice of words. There are definite terms or words which are best said in person since one can identify easily the meaning behind it by observing the facial expression and tone of the speaker.
In fact, some of the tips tend to make sense especially in the context of customer care emails. Leslie Katz of CNET points out that some of the suggestions come across as far too broad, with regards to dealing with customers. The word `important’ could be helpful in underscoring a point without implying rudely the readers who are not smart enough to know the important emails when they seem them. She adds that `digital communication like several human interactions is far from one byte that suits all.
Swearing Not Helpful in Winning New Customers
At times, a bit of spontaneity together with a few exclamation points could go a long way in humanizing an exchange even one which tends to originate with a big faceless company and they actually can. As the infographic recommend, for instance, `fine’ could convey a couple of various messages - `that works’ and `sure, be that way’. Swearing will not possibly win one any new customers. Google `rude emails and one will encounter various tips on how to keep the emails on the right side of being rude.
Several recurrent points seem to be common sense and are worth bearing in mind, irrespective of the recipient. One needs to be professional and respectful, steer away from a Debbi Downer vibe, mitigate criticism with support and in stick circumstances, should give oneself, time-out before hitting the send key and be cautious of the risky reply-all.
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