Did you know that email was invented in 1971? By the mid-1990s, “electronic email” became email. Then thanks to companies like AOL, Hotmail, and Yahoo, email became part of our lives over time.
But why do so many still not use email properly?
There can be several reasons why many people do not use email appropriately, such as typos, improper grammar, and lack of sentence structure—all things I cover on this website.
So why, after all this time, do many emails lack just the basics? Here are some possible explanations:
Lack of awareness or education: Some people may not have been taught proper email etiquette or the importance of using correct grammar and sentence structure in emails.
Time pressure: In today’s fast-paced world, people often send emails quickly without taking the time to proofread or edit their messages. This can result in mistakes and errors in spelling and grammar.
Informal communication: Many people view email as casual communication and may not feel the need to adhere to formal language rules. This can result in a lack of attention to detail and errors in writing.
Overreliance on technology: With the rise of spell-check and auto-correct features, people may become overly reliant on technology to correct errors in their writing. However, these tools are not always accurate and can sometimes introduce errors.
Lack of motivation or care: Some people may not care about using proper grammar and sentence structure in their emails or may not see it as a priority.
Overall, using proper grammar and sentence structure in emails is essential as it can affect the message’s clarity and effectiveness. While it may take extra time and effort to proofread and edit emails, ensuring the message is clear and concise is worth the investment.
Now that we have some reasons, what can we do about it? Remember that using email personally can transfer to a professional advantage and opportunities.
Encourage Others to Take Email More Seriously
Provide training or resources: Offering training sessions or providing resources such as style guides or templates can help educate people on proper email etiquette and best practices.
Lead by example: Modeling the behavior you want to see in others can be a powerful way to influence their actions. So take the time to craft well-written and thoughtful emails, and encourage your contacts to do the same.
Emphasize the importance of communication: Emphasize the importance of clear communication and how proper email etiquette can help ensure that messages are understood and acted upon.
Set expectations: Voicing expectations for your email communications can help establish standards and ensure everyone is on the same page. This can include suggestions about response times, language, and tone.
Provide feedback: Providing feedback on email communication can help others understand where they can improve and encourage them to take the process more seriously.
Encourage face-to-face communication: While email can be a helpful tool, it’s important to remember that it’s not always the best option for communication. Encourage face-to-face conversations when appropriate, and use email as a supplement or follow-up.
Ultimately, encouraging people to take email more seriously will require education, leadership, and clear expectations. And we can contribute by leading by example.
By emphasizing the importance of clear communication and providing resources and feedback, you can help ensure your email communications are effective and welcoming.
Don’t Forget About Culture
One additional point to consider is the cultural context of email communication. We are not able to communicate with anyone anywhere on the planet.
Email etiquette and expectations may vary depending on the culture, so it’s essential to be aware of and respect these differences when communicating with individuals from different backgrounds.
Plus, taking the time to understand and adapt to different cultural norms can help build trust and improve communication in your online relationships and business, contributing to your branding.
So do your best to use email properly and help others to do the same—upsides for both sides.
Funny how some folks apologize while they are doing the very thing they are apologizing for. Is an email apology sincere if you are doing something you know could be a problem to start with but you’re doing it anyway — with your apologies?
