Emails are very easy to misinterpret. When someone reads an email you've sent them, it's up to them to work out the tone of voice you are using. If they choose the wrong tone, then your email can end up taking on a totally different meaning to the one you intended.
When we write, all that is left is words on the page. We can help the reader understand our tone by selecting various different types of words or phrases, but in the end all they have to go off is the letters they see in front of them.
We've discussed mistakes miners make with email in a previous post, but today we want to look specifically at what can happen when the recipient of your email reads it in a different tone to the one you had in mind when you wrote it.
.png.aspx)
Take this example:
"Hi,
I received your report late Friday afternoon, just before I went home. Will give me something to do on the weekend. We need to catch up Monday to discuss, if that suits your timetable?
I really want to see this done and sent to Peter.
Greg"
Think about how that came across to you - do I sound pleasant and cheery, or do I sound sarcastic and annoyed?
Now do two things - read that paragraph again, but this time assume I am in a happy mood, and then read it a third time but read it as though I wrote it with a nasty sarcastic tone. See how both ways make sense, but convey vastly different meanings.
We are particularly at risk of this occuring when we email people who we have not yet met in person - we don't yet have a read on each other's personalities and use of vocabulary. We don't know if they are a naturally serious person, or an easy-going person who uses sarcasm as humour. Some people write naturally wordy emails, others are very straight to the point and direct.
So our email tip for this week is to read your emails angry!. Once you've finished writing an email, read through it but deliberately use a sarcastic or annoyed tone - if you find this works and it would be possible for the other person to mis-interpret what you've written, change some words or add some pleasantries to ensure they get the message.
Remember - when you write an email you know what you mean, your reader doesn't.
Always re-read your emails before sending.
Have you got an email horror story or lesson you've learnt the hard way - share it with us in the comments section below!
- Jamie Ross
Mining Man - Great Safety, Leadership and Productivity Ideas for the Mining Industry
Signup for our weekly newsletter to get new posts and ideas straight to your inbox, or become a fan on Facebook is that's more your thing.