When not to send an email

If the role of the HR is changing, then why shouldn’t the ways to communicate change as well? After all, it’s the onus of the HR manager to ensure right communication, in order to promote cohesive work process and contribute to organisational development and growth.

We have evolved from an email only to micro messaging generation. Emails are no doubt essential but is it really the best mode of communication and for all situations?

As experts in online recruitment, we, at TalentSpa, strictly adhere to netiquette and list down few events when you or your employees should refrain from sending mails to clients, stakeholders or even co-workers.

When angry or depressed

We all have been through this at least once (or probably multiple times). When you are on your emotional extremes, you would not think constructively. An angry email, following a bad argument with your boss, client or colleague, can never be tactical enough and it can have a boomerang effect on your position or even your career. The best option is to hold back your emotions and wait till you can think positively and have a one-on-one conversation with the other person.

When under influence

Imagine you are having a fun time at a party and you suddenly recalled that you needed to mail your client. Do not mail in such a situation. You might end up making a mistake or writing something which you might regret later.

Need an instant answer

With multiple messaging options available at your fingertips, using a mail for one-line response or a quick approval, is passé. Instead, use instant messengers like Skype, Slack or even WhatsApp, to share your files, data or info on which you need immediate response.

Assigning a task

Assigning a job to your team over an email is not the best way to work today. With numerous project management software available, team communication is easier than ever. You get live updates, feedback and know the status of your team members.

Sending large documents

There’s a reason that email servers have a cap on file sizes. Because there are other apps meant to send large files like Google Drive, Dropbox, BaseCamp, WeTransfer, the list goes on. Your audience can immediately check your files and give feedback instantly, without you waiting for their mails.

Control on your data

When you send a file by email, there’s no way you can control what the receiver does with that info. On the contrary, when you share such data on cloud, you have the option of controlling actions on your documents.

Need faster resolutions

A problem is well solved when solved faster. Emails have a slower TAT on pressing issues or emergency situations. No matter how official the situation might be, an instant message to solve the problem would be much appreciated than sending a mail and waiting for a resolution.

Conducting a survey

As HRs, surveys form an important part of your communication. However, not all survey builders are optimised to be opened within an email. And this can make you lose your survey participants. Rather, use Excel surveys or Sharepoint surveys which allow you to directly share survey links with your users.

Emails are and will always be the most formal way of correspondence but the need of the hour is to leverage smarter, better and more effective ways to communicate. As new-generation HRs, we need to think beyond recruitment and use the right channel of communication for the right purpose.

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