Of emails and employee engagement

We live in the 21st century. A century shaped by great technological advancements. It is not hard to find a two-year-old reasonably fiddling with an iPad or smart-phone these days.

Rewind to 15 years ago, the story was entirely different and things have since changed dramatically. More and more companies are beginning to utilise IT tools not only to define their company’s goals but also to optimise their work processes as well.

Regardless of your role or industry, it is important to be in the loop as much as possible where the use of information technology (IT) tools are concerned especially since they now have a direct impact for reaching business targets.

Line managers and business leaders cannot be left behind as the effective use of technology can have a tremendous impact on Employee Engagement.

Numerous literature abound on how effective communication and feedback play a critical role in promoting engagement among employees. Interestingly, a lot of office communication does not happen face-to-face.

Rather, we get newsletters, receive and make calls, read contents on notice boards and more often send emails. Emails are one of the most critical ways we communicate and provide feedback today.

Harnessing the power of technology to send great and effective emails is a skill every employee especially line leaders must learn. The fact that no one is talking does not mean you are doing it right.

Here are some tips to developing great and effective emails

1. Write a compelling subject – this cannot be overemphasised especially to ensure quicker response time and track histories.

2. Get people to feel respected and valued by addressing emails right

3. Typing in all upper case and the use of exclamation marks should be used rarely

4. Be clear on the message of your email and avoid hitting the reply all buttons – sometimes we don’t all need to get the one word email

5. Keep the message focused on the point you are trying to pass across: Don’t address 5 things in one email except they are related and numbered.

6. Use simple terms to express yourself not fancy words except you are sure the recipient would understand.

7. Show respect and restraint when sending emails: Remember, what you write can exist long after the dust has settled. Don’t send mails when angry.

8. When one is really ticked off, best to type the email and save as a draft

9. Distinguish between formal and informal situations and communicate accordingly

10. Be mindful of cultural differences and cultures as words create perception

The key to any company’s success starts with its employees. Technology advances our work and should enable us have better work relationships.

Ngozi Adebiyi