Every day, billions of emails are sent around the world, with the average email containing more than 400 words. Email helps you stay connected to clients, communicate with prospects and keep your team updated. Sometimes, though, emails can do more harm than good. Your tone might be misunderstood, or you may reply too quickly and later regret it.

Dr. Rick Kirschner, an author and speaker, says email can be a powerful way to get the ball rolling or schedule meetings. However, there’s a time and a place for email, and it can be helpful to think through some of the mistakes you may be making when emailing your coworkers and clients.

In this issue of PromoPro Daily, we take a look at some of the top email dangers that Dr. Kirschner says can plague even the best-meaning professionals.

Using email for chit-chat. It’s good to be friendly, but email isn’t the channel for catching up with someone. Most people don’t have time to respond to questions like, “Hey, how are you? What’s new?”

Leaving off a subject line. Whether you forget to add a subject before hitting send or it gets lost in all the replies (Re: Re: Re: Re: Re), you’re not giving the recipient any motivation to open the email. The subject line tells people what they’re getting into before they get into it, Dr. Kirschner says, and a blank subject line says that what you have to say must not be very important.

Going on and on. Remember that emails should be brief. If you’re typing paragraphs of information, it probably won’t get read. Dr. Kirschner recommends keeping your message short and simple, making your point obvious and asking for what you want.

Replying to all. Because of the number of messages most people receive, if it isn’t personal, Dr. Kirschner says it’s not likely to matter much.

Openly forwarding email addresses. This email danger is almost certain to stir up negative reactions. Dr. Kirschner says it’s a violation of your recipients’ privacy and shows a degree of disconnect between actions and consequences.

Getting emotional. It’s all too easy for your words to get misconstrued in an email. The other person can’t hear your tone or see your body language. That’s why it’s best to pick up the phone or let your emotions settle before hitting send. If you’re feeling strongly about something, your message is likely to trigger unintended consequences, Dr. Kirschner says.

Make sure you’re not inadvertently damaging your business relationships by making any of the mistakes above. Consider how you can better use email to communicate effectively.   

Compiled by Audrey Sellers
Source: Dr. Rick Kirschner is an international bestselling author, a motivational speaker and a communication skills trainer. He’s the founder of the Art Of Change.