By:TB07-09

Because we live in the age where everything can be done with a few clicks of a button, we may often find ourselves trapped by the very same technology that should be helping us communicate efficiently with others. While being connected to the cyberspace allows us to send our messages quicker, it has often made us forget about allotting time towards reviewing our written communication before clicking the send button. This is a problem because notes with unorganized thoughts and vague wording may end up being misunderstood. In fact, interpretations can vary depending on the recipient’s state of mind and, yes, comprehension level.

Unfortunately, not everyone’s a Tolstoy or Shakespeare, and the slightest mistake in punctuation or phrasing can readily lead to disastrous arguments, hurt feelings, and ruined business relations.

Apart from meeting the challenge of being able to communicate effectively, one must also consider that unlike snail mail, e-mail messages can be received almost instantly –sometimes by more recipients than we were expecting, if especially if we’re replying to an e-mail that’s been copied to several people. So we should be careful about sending emails back, there may be more people reading the emails than we thought.

While there is no way to dictate how our readers might perceive our messages, here are a few tips to avoid inciting chaos through email:

Consider the time-frame - Emails were made to speed up communication, so people are likely to expect responses immediately. Just make sure you don’t get agitated because you haven’t received a response without having checked the sent item or spam folders.

Keep it short – Apply the 'less talk, less mistake' principle. If you’re more brief and direct to the point when you communicate, you lessen the possibility of being misinterpreted.

Proofread – Don’t rush to hit that send button. The advantage of written correspondence is that you actually have the opportunity to sit back and give some thought to what you want to say thereby lessening the chance of saying things you can’t take back. So reread your message, especially if you are covering a highly-sensitive subject, and edit it. Still not convinced that you’ve written it properly? Get a knowledgeable colleague to help you out.

Pause. – If you did compose your email with high emotions, wait a while. Remember that your email will be a recorded document, so if you’re feeling emotional (or angry), take a minute, compose yourself and write your message with a level head instead of sending it right away. It’s better to be careful than to end up with a foot in our mouth, right?

Wait for confirmation – Make sure your message was received. If you don’t get the response within a reasonable time, don't be afraid to pick up the phone and make that call.

While it is now possible to do everything in front of the computer, it is still best to give the person you are talking to a face or even a voice behind the message. It gives the person on the other end an idea of who they are dealing with, and this might help them understand what you really mean.