Are your emails causing disharmony in the workplace?

Email is the most used form of communication in a workplace, however it is also the cause of miscommunication in some workplaces.

Around the world, more than 196.3 billion emails are sent every day, according to new research by the Radicati Group. Of these emails, 108.7 billion are business-related, and this number is only expected to grow. By 2018, 139.4 billion of these emails will be sent and received a day.

The research found that every day, on average, individuals send and receive 121 business emails. This number is forecast to rise to 140 by 2018.

With such a high volume of emails being sent at work a day it is likely misunderstandings between colleagues will happen, but what can be done to mitigate this?

If your workplace uses email regularly to communicate, you should make a clear action plan on how to write effective emails to minimise any misunderstandings between colleagues that may arise.

First off, before drafting the email ask yourself is this email necessary? If you can talk about an issue face-to-face or on the phone with a colleague or client, try this approach first. Personal interaction is a better communication choice if it is a sensitive topic.

Second, keep messages clear and concise and ensure they contain all the information the recipient’s will need. If there is a large amount of information, ‘chunking’ may be necessary. This process calls for relevant information to be grouped in sections that make it easy for the target audience to understand.

Finally, check the tone of the message. Is it suitable for topic discussed? Is it polite? Email communication is not just about the words, but the way you say them.

HRIS can be a useful tool for identifying training needs of employees, such as any communication issues, and potential learning activities that could help the employee.