In any business or industry, communication is the key to success, and in the HR department especially. The primary form of communication in most HR departments is email, whether that’s reporting to managers, chatting between team members or contacting staff in other departments or job-seekers in the outside world.
Have you ever considered how improving your email communication skills could dramatically enhance the productivity rates, production and streamline the overall workflow of your department? Here are eight key tips to consider:
1. Master the Subject Line
This might be the most important aspect to consider. Not only will it define whether or not your recipient will open the email, but it will also inform them what your email is about.
If you write ‘report’, and that’s it, this is going to get lost in an overflowing inbox. Be as concise as possible.
2. Be Precise, Not Blunt
The style and tone of voice of your emails will depend on the recipient of each email, but as a rule of thumb, make sure that you’re precise and to the point in every message.
Tools like Easy Word Count can help because there’s no reason to beat around the bush. However, this doesn’t mean you need to be blunt and informal.
3. Be Relevant
You may use email to keep colleagues updated with information, perhaps about an employee’s case or a vacancy you’re trying to fill. However, instead of providing regular updates, it’s more time-effective to only email when you need to.
4. Don’t Avoid Bad News
When it comes to sending bad news in an email, such as an employee leaving, something you have to escalate to your manager or telling an applicant they haven’t received the job, it can be difficult to formulate these into words and therefore can cloud the severity of the message.
If you’ve got bad news to include in your emails, be straight and concise about it, making sure that you include all the relevant information that can help to resolve the problem. If you’re adding citations to your work, you can do so professionally using tools like Cite It In or State of writing.
5. Respond Within a Reasonable Time
Respond to your emails as quickly as you can since the HR department moves very quickly.
“However, don’t get bogged down in your emails so much so that it affects the rest of your work. Perhaps set yourself timers to check your emails once every two hours to ensure you never miss anything important” – explains Joseph Jenkins, an HR Manager at Academized and Huffington Post writer.
6. Read Before Sending
For many of us, it’s a habit to tap out an email quickly and click send but how many times do you actually take the time to read through your message to ensure it’s accurate?
If you’re not reviewing your emails, not only could the message itself be wrong, but any facts and figures you’ve included could also be wrong which, in turn, could cause tremendous problems down the line. Don’t forget to format your emails, so they are easy to read.
7. Be Accurate and Professional
Using these online tools and resources, you can improve your writing and proofreading skills to ensure each email is perfect every time:
- Via Writing & Academadvisor – There two blogs are full of email editing and writing guides.
- Ukwritings – An online editing tool to help check the format, structure and readability of your emails.
- Grammarix – An online grammar checking tool to ensure your grammar is perfect before sending.
- Essayroo – An online proofreading tool to help you spot, identify and correct any mistakes.
- Writing Populist & Boomessays – Email subject line generator to help you master the art of subject line writing.
8. Don’t Stick with Email
Emails aren’t the only form of communication available, and some other channels may be better suited for the message you’re trying to send.
For example, it may be far more beneficial to hold a conversation about a job opportunity over the phone. If you’re talking about lots of little details, perhaps an instant message app would be more effective for getting the message across.
By improving your levels of communication, you can dramatically improve the efficiency and success rates of your department, taking your business to a whole new level.