One Solution to 5 Common Email Mistakes
The average professional spends nearly 2.6 hours on reading and answering emails daily, amounting to 120 emails received per day. In the shipping industry, people spend 2 to 4 hours a day just filing messages into folders and the average number of emails received ranges in the thousands.
In the face of attempting to respond to so many emails, mistakes are bound to happen. Whether the mistake is a simple typo or something far more serious, such as sending sensitive information to the wrong recipient, these blunders can sabotage your credibility. But have no fear, we’ve outlined 5 common email mistakes and how to fix them. Stick around till the end for the one solution to solve them all.
5 Common Email Mistakes
Sending an email to the wrong recipient can happen to the best of us, even international corporations. Square, a digital payments company that handles millions of transactions for consumers, was involved in a scandal earlier this year where they were sending digital receipts to the wrong emails. One customer was trying to keep an upcoming divorce under wraps, but the divorce attorney receipt was mistakenly sent to a friend’s email address. Uh oh.
How to fix this: Spend just a few seconds double-checking the “To:” line will save you a whole lot of regret. Making sure to copy and paste an email address from the source to the address line or address book instead of manually typing it out can prevent errors. We also recommend only sending emails to approved addresses from your contact list.
To Reply or Reply All?
If you’ve ever hesitated on when to use Reply vs Reply all, you’re not alone. The general rule is to use Reply when you want your email to go to a single person, such as when you want to directly congratulate your co-worker on their promotion. Reply All is used when you want to respond to everyone on the thread, such as when your manager solicits feedback from everyone in the group.
How to fix this: Here are some helpful questions to ask yourself when deciding between using Reply vs Reply All:
Is the email addressed to me?
Does more than one person need to know the email was responded to?
Will the other recipients be confused if they don't see me respond?
Does the email impact 70% of people on the thread?
Do the others need to remain on the thread?
Your emails are too long (or too short)
A study by Boomerang, a Gmail plugin that allows users to schedule emails and create email reminders, indicated that emails between 70-125 words yielded a response rate higher than 50%. Response rates declined when an email is either too long or too short. How do you get an email just right?
How to fix this: If your message contains a lot of information, try using bullet points or numbers to break out your idea into digestible chunks. When explaining a complicated idea, you can try inserting charts and images to make the content more engaging. Make sure to read through your email before sending it to spot any redundancies. Self-imposing a character or sentence limit before you start writing can also keep the length in check.
Skipping a greeting and not giving thanks
Your time is valuable, but don’t skip out on opening your email with a friendly greeting, even one as simple as “Hi”. This can create an instant feeling of connection between you and the recipient, increasing the likelihood of your message being read and considered.
A little gratitude goes a long way. According to another study by Boomerang, closing your email with an expression of gratitude, such as “Thanks” or “Thanks in advance” can increase your response rate by 36%.
How to fix this: Include the “why” when you show appreciation or give thanks. This personalized touch can demonstrate your attention to detail and garner trust with a client or your team. You can also use a template to automatically add a standard greeting and sign-off on every email.
Grammar and spelling errors
Spelling and grammatical errors can be distracting for the reader and make an email sound unprofessional, but typos can also be a security risk. In 2016, Russian hackers were able to access thousands of emails from a top-ranking Democrat after an aide mistyped “legitimate” instead of “illegitimate” when forwarding a phishing email to a computer technician.
How to fix this: Proofread your emails at least once before sending them and make use of spell-check and other text checker tools, such as Grammarly. For a more thorough review, try reading your email aloud (quietly) to identify errors you might have missed.
What if there was a way to mitigate every one of these mistakes mentioned above? Enter a new feature from SEDNA, which allows teams to set a configurable delay time for their outbound emails. When someone in the team hits send, the email is scheduled to be delivered, giving the whole team time to review and recall the message if they spot any errors or want to make improvements.
Undo send is not a new concept, but previously had mostly been available in personal email. This feature is exceptionally valuable in a shared inbox setting.
Some of the key advantages are:
Increase team collaboration and get all pairs of eyes on important messages.
Delay time is flexible and can be set in multiples of whole minutes (1 through unlimited).
There is also a Send Now button for those who need to send the message with no delay.
The activity panel adds an additional layer of accountability, allowing every team member to see each others’ interactions on the message.
Delayed send is yet another example of how SEDNA is committed to helping teams save time and work together. Whether you’re an existing customer interested in trying out this new feature or a new customer wanting to learn more about SEDNA, please don’t hesitate to reach out.