Email communication is critically important for Human Resources since this is their primary means of communication with selected candidates during the recruitment process and for internal communications with existing staff. The failure to write neatly and accurately can create lots of unnecessary issues or even produce fake news. It can cause misunderstanding within the HR department and the team. Therefore, to master the art of email communication is a must-do for every HR professionals.
Fortunately, written communication is a skill everyone can develop and advance. Having a well-defined HR communication strategy is said to improve internal communication as well as helps in employee engagement. With improved employee communications at work, you are contributing to a healthy workplace.
How HR can improve their email communication skills?
Here are some of the best effective ways of how HR can improve email communication skills. If you think you might be in need of extra training for effective communication, these few quick email communication tips that can improve your writing and thus, improve communication skills at once.
Tip #1 – Always Add Subject Line
Such a simple thing as a subject line can really help you out if you feel difficulty in gaining attention with your mails. It helps to make your email stand out from the crowd, making it fit for reason. If you leave your message without a title – a subject line when it comes to emails – it is likely to end up in a bin without people even reading it.
For many, emails without subject lines feel irrelevant.
Tip #2 – Do Not Use Machinery Approach
Since you write your messages for them to be read, do not forget that you are communicating with real people. You do not write your emails to beat machines in terms of vocabulary and style. Your emails must, of course, be formal if such a style fits your message. However, always remember that a person will read this email.
It is better to exercise positive writing techniques rather than try legal writing on your colleagues.
Tip #3 – Keep Distance
Writing way informal emails to your candidates can also put you forth as unprofessional. You are not a friend to successful candidates, existing team members and third parties, and your writing should reflect that. Keep your tone positive but do not cross the line where your message becomes inappropriate. It is better to apply all rules appropriate for formal writing and add some positive writing lines to ensure you send the right message.
Tip #4 – Write Detailed Messages
Another reason why you should remember that you are writing to a person is that many of them really need detailed messages. But the bad news is that not all messages that you send out to your prospective candidates or team members are detailed ones.
You should remember that normally employees are busy with their responsibilities. They do not have time to second-guess what was written and whether it concerns them. Thus, the message you send as an HR should be clear, especially when it comes to questions who, when, why and where.
Tip #5 – Get Help
If you know that grammar and writing are not your main strengths, you should not hesitate to get help. There are plenty of services available for free, including various grammar check and spell checks. If you need more comprehensive professional assistance, there are many writing companies that can also help you with the text for your email. Mistakes and typos can make your email look unprofessional, so never hesitate to ask for support.
Tip #6 – Highlight Important Details
If your intention is to warn or inform your employees about something, your email should focus on this information completely. You need to copy and paste the details, emphasizing why you are writing about them and what employees should do with them.
If it is required, you can also insert these details several times so that your readers could copy and paste them without scrolling back. If you think about what is best for your audience, the chances of writing a handy message are greater.
Tip #7 – Keep It Professional
As an HR, you need to maintain your authority as the person who hires and fires people. Whether it is interacting with employees in a face to face meeting or via some communication tools, you cannot let a friendship or other relationships affect your judgment. Your professionalism should be also reflected in your manner of writing. Even though it is important to sound friendly, you must ensure that nothing in your email message can be misinterpreted or used in the wrong way.
Tip #8 – Stick to the Topic
If you are submitting your answers to a set of questions from your employees, it is important to make sure that you stick to the point. You can split your text into paragraphs and highlight the parts you think are the most important. Try to arrange your text in the way that each answer corresponds to the respective question. You need to eliminate all the situations where you can be misunderstood and improve your answers accordingly. This is one of the important steps for HRs to improve their email communication skills.
Tip #9 – Keep Emails Concise
Emails ensure quick and easy communication. You should not intend writing long letters that can bore readers. Unless a situation requires a greater word count, around 150 – 200 words are enough for you to convey the general idea. Do not try to fill the void by adding extra words.
Tip #10 – Proofread Your Email
Proofreading is not only about grammar and spelling mistakes. It is also about making sure that you conveyed your message in the best possible way. It is the last chance you have to spot a mistake before sending it to a wide audience or one particular person. Do not waste this chance and proofread your mail to detect any inconsistencies.
Emails are a leading means of communication for people belonging to different professions. While chats may seem too informal, emails ensure both timeliness and formality that is so much needed for the business. As an HR, you ought to improve your email communication skills. For HRs, mastering the art of writing good emails is one of the steps to succeed in their work. Therefore, do not hesitate and learn to write emails before it affects your professionalism.