Don’t message me like that! Keep your emails professional with the help of this communication model.

Tuesday: Write with the Pen of the Masters FROM THE DESK OF MILES EVERSON: Email is a good communication tool, especially in the corporate world. However, there’s a limit to the topics you should write about and send to people because emails lean on the “professional side of things.” Good news! There’s a communication model that can help you assess whether or not a certain topic should be emailed or just talked about over the phone or a cup of coffee. Keep reading to know why you have to maintain a neutral and professional tone in your emails. CEO, MBO Partners Chairman of the Advisory Board, The I Institute

Don’t message me like that! Keep your emails professional with the help of this communication model. “Should I put a smiley face or not?” “What’s more appropriate for an email signature: ‘Regards’ or ‘Cheers’?” “Does my message sound too insensitive?” You might have also asked these questions as you compose an email for your colleague, boss, professor, interviewee, or anyone in the professional field. Don’t worry! You’re not the only one who’s been there and has done that. Email has become one of the main modes of communication for many people, particularly in the workplace or in any professional setting. Aside from the fact that it relays messages or announcements in a convenient way, an email doesn’t necessarily require a person to engage in live, real-time emotional responses to a message. However, since emails are managed by humans (who obviously have emotions), it’s important to note that emails and emotions are not completely separate from each other. Emails can express emotions too―more appropriately termed as “tone.” This tone can be conveyed through diction, syntax, punctuations, letter cases, and length of sentences. Just like other aspects in the corporate world, emotions play an important role in electronic communications. BUT… You have to be conscious of the fact that “emailing emotions,” or expressing extreme and unnecessary emotions in emails (especially if it concerns your workplace or any business setting), can be risky. Remember that although email is a good communication tool, it leans on the formal and professional side of things. Once you click the “Send” button, what you typed in your email will be final. When your email has already been sent, very rarely will you be able to cancel it or delete it from record. One of the things Professor Joel Litman, President and CEO of Valens Research, taught the firm is to speak and write as if whatever you say or do will be heard or read by everyone. You have to be responsible for every message you send through your email. Write your messages in a way that if colleagues or business associates will read it, they will see the professionality and politeness in it. Be careful with how you construct your sentences. Emotions are conveyed through voice tone and other non-verbal cues. Since emails can’t effectively communicate emotions, it would be inadvisable to write an email while you’re experiencing heightened emotions. For example: Your blood is boiling while you’re writing a business email to someone at fault. More importantly, if you’re the one on the receiving end, how would you feel if you read an email that was written out of anger? Terrible, right? Let’s take a look at a more positive scenario, you would like to commend your teammate for the very comprehensive analysis and presentation she made. You’re really ecstatic about it because you’re sure the client would love it, but in your email to her, you’ve only written: “The presentation was good. Thank you!” Do you think your friend would know EXACTLY how you feel by simply reading that email? She’ll know you liked the presentation and that you appreciate her efforts, but it doesn’t really indicate how ecstatic you are about it, which would be obvious in your voice when telling her over the phone or in person. Knowing how your emotions can influence your business or work emails means also knowing how and when these emotions can be used (or set aside) to achieve your goals. In order to get the most out of your email and avoid miscommunications at the same time, you can use Berlo’s SMCR Model of Communication: Sender. Who are you emailing? What is your position when you send your email—a boss, a professor, a friend, a colleague? Message. What is the message you want to tell your recipient? What is the purpose for your email? How are you feeling at the time you’re writing your email? Channel. How will you communicate your message? What communication tool will you use? Is email the best channel for your message? Receiver. For whom is the message? Is sending an email appropriate for that person, or should you just call him or meet him to relay your message? Answering these questions before writing and sending your email can provide you with a clearer context and improve the accuracy of your message. Note that when you use email in relaying messages, you and your brand’s e-reputation are also on the line. Although a lot can be done through email, it should still be used with care and consideration. An inappropriate emotion and time can become a recipe for a work or business email disaster. Think before you click SEND! As much as possible, maintain a neutral and professional tone on your emails. Emails make up a good communication channel, but it is not suitable for all types of messages. If you think your email or the reason for your email has any indication of “unprofessional emotion” at all, it’s better to just talk about it over the phone or face-to-face with the recipient of your message. Manage your emails wisely! The next time you have a message to relay or an announcement to send out, apply Berlo’s Communication Model and see if sending an email is the best path to take. Hope you found this week’s insights interesting and helpful. Follow us on LinkedIn.     Stay tuned for next Tuesday’s Write with the Pen of the Masters! Learn more about How to Find Your Brand's Message on next week’s Write with the Pen of the Masters!