How employees make effective use of email in the workplace

What is effective use of email in the workplace? Effective use of email in the workplace means employing this communication channel to distribute information appropriately in a work environment. Employees send and receive various types of email at work including notices, follow-up and enquiry emails. Emails can be brief, providing quick and concise information or longer emails providing detailed information on complex topics. Managers may also use emails to send official documents to employees before a new project starts.When to send an email at work The following are situations when you may use email to communicate in the workplace: Sending large amounts of data It may be appropriate to send links to documents or files containing detailed information which colleagues require for their work. This ensures that recipients can easily access the information, read it and understand the details. If you're working on a project involving reports or surveys that require the input of external individuals, you may send documents as attachments. You may compress multiple documents into a zip file and attach it to the email to make it small enough to be transmitted through the email system.Sending non-time-sensitive information Consider using email if you want to share information that doesn't require an immediate reply. In this situation, email can be more effective than other communication channels, such as text messaging or calls. Email allows recipients to check the contents of the information multiple times and use the information for reference. For example, an email may inform your manager of a recent development in your team, and the manager may then set up a meeting to discuss it with the rest of the team. Using immediate forms of communication may mean that the recipient can easily forget the information and require reminders to act. Follow-up emails can serve as reminders to complete tasks.Sending information to multiple recipients When sharing the same information with several colleagues, it may be ineffective to contact each person separately by phone or direct message. You can easily use email to send the same information to several people simultaneously. For example, your team leader may give you a task that involves handling a problem and communicating with all team members when you have resolved it. Having solved the problem, you can update everyone by email.Keeping written records When recording information sent to colleagues, email may be the appropriate way to communicate. You may keep records for various reasons, for example, to refer to the information easily, retain proof that you sent or received certain information or to check details for accuracy later. This may be especially useful if the emails convey information about financial status reports or budgets. Directing team members to other information sources When working on a project or conducting research, you may want to share relevant information with colleagues by email, in which you might provide a link to a website or file. Other team members can then easily access the information and use it when completing their work. The information can be stored in the cloud and links to it emailed to your colleagues. This may be appropriate if you have access to a premium information source that allows you to share information with colleagues. Sharing team updates You can provide regular updates when working with a team on a project involving several stages or processes. It can be appropriate to use email in this situation to update colleagues on your progress, including the steps you have completed and your estimated final completion time. Depending on your position and level of responsibility, you can provide information on upcoming events or meetings, new policies or procedures or changes in departmental leadership. Solving contact issues If you message or call a colleague and they don't respond immediately, you may send an email. This ensures that, despite being unavailable at the time, they receive the information later when they check their email and can reply accordingly. You may also subsequently contact them by phone or direct message and politely request that they check their inbox and respond to your email.Making new connections You may send an email to make new connections or provide information to individuals for the first time. Emailing them first helps you understand their work and communication styles and adapt accordingly. This may be effective for contacting people outside the company, such as clients. When forming professional relationships with people in other departments, such as HR or customer service, you may find it useful to use email to communicate with them. Sections of an email for conveying messages effectively The following are sections of an email to use for effective email communication: Subject line An email recipient sees the subject line first before opening the whole email. The subject line puts the rest of the email into context and encourages the recipient to read it. Make your subject line informative, concise and straightforward. Use keywords or phrases relevant to the content of your message. This helps the recipient identify the email when they require it in the future. It is helpful to include pertinent information in the subject line, such as the project title or meeting date.Introduction The introductory part of an email includes a professional salutation and a few lines explaining your reasons for sending it. Depending on the recipient, briefly introduce yourself in this section before starting the main message of the email, and explain why it is significant. Body of the email Provide the complete message within the body of the email and include all the detail necessary to clarify its purpose. This may include specific data such as how departmental change may impact the reader or provide details about a workplace event. Call to action If your email requires the recipient to act, include a call to action at the end. This could, for example, comprise a request for the reader to complete a task, submit their portion of a team assignment or complete a survey. Including a call to action ensures that the recipient understands what the email is asking them to do. The recipient can then reply and confirm that they have read and understood your email. Closing This is the line at the end of your email before your name. In this section, you can thank the reader, restate the information if necessary or verify details given previously. You may also use this part to encourage the recipient to contact you if they require further information or clarification about the email's contents.