The costs of unclear digital communication in the workplace

Email and other forms of digital communication provide a quick and easy way to communicate with colleagues, clients and friends. However, they can easily be misinterpreted, especially if sent quickly or without thought.

According to a new study, one in three workers spend a full work week each year trying to decipher unclear messages and emails.
According to an international study, 90% of workplace misunderstandings begin by email.

So, what are some common email mistakes and how can you ensure your emails are not misunderstood?

Common email mistakes

Here are some common mistakes people make when sending emails.

· Not concise enough: Many messages don’t get to the point and contain too much irrelevant information. Many people make the mistake of communicating all their thoughts rather than sending a targeted message.
· Lack of clarity: Some messages are vague, so people don’t know how to interpret them.
· Unclear tone: Before sending a message, it’s important to consider the tone of your message.
· Lack of thought: Teams are increasingly using digital tools to communicate rapidly. Due to the sheer number of messages employees are sending each day, this can mean messages are not thought through properly.

How to ensure your email is not misunderstood

It is crucial to consider how your message could be interpreted by the recipient. For example, will the subject line of your email raise unnecessary anxiety? Or could your email be interpreted as rude, offensive or inappropriate?

Using too many words can make your message unclear. However, too few words may not provide enough context.

When sending emails, you don’t have the luxury of non-verbal cues or vocal tones to help convey your message. Therefore, you must be cautious to ensure your message is interpreted the way you want it to be.

This is why messages should include some form of emotion so people know how to interpret them.

Try including emojis in messages to show emotion. For example, you can use a thumbs-up emoji to indicate everything is OK or there’s nothing to worry about. However, bear in mind, messages sent in the workplace should try to maintain a professional tone.

Tips when sending emails

Reading messages aloud before hitting send can help you understand how they may sound to another person. You could also try reading an email out to a colleague to see how they interpret it.

When not to send an email

In certain situations, you should consider whether or not to send an email. These include:

· When you are in a hurry: You should not respond to emails when you are in a hurry. When you respond in a hurry, you increase the risk of miscommunication, as you may not have thought through your response properly. Additionally, responding in a hurry may cause you to miss important details or misunderstand the context of the emails.
· When you are angry: If you are feeling angry, you should give yourself some time to think about how you want to respond before sending a message or email. If you respond when angry, your message may not come across in the tone you intend.
· If the message is complex: If the message is complex you should consider whether it would be better to call the person or schedule a meeting rather than sending an email.
· If the message is urgent: Many people do not regularly check their messages or emails. Therefore, if the message is urgent or requires a quick response, email may not be the best form of communication.

Mastering communication in the workplace isn’t always easy. However, it’s essential to build workplace relationships and achieve your career goals.

Public Service Resumes has various services designed to help you achieve your career goals including career development coaching and interview skills coaching.