There’s no doubt that email can be a tool to help speed up communications. Rather than trying to communicate something over the phone that is better done in writing, or having to send a document by mail and wait a few days for a response, email provides a way to send messages anywhere in the world instantaneously.
But with this increase in speed can also come an increase in errors. I can’t tell you how many times I’ve gotten incomplete emails in which the note isn’t finished, an attachment is forgotten, or typos abound. Sometimes these errors even cause the writer to feel the need to send a second email on the same topic, with a statement along the lines of, “Sorry, I hit send a little too quickly. Here’s the rest of what I meant to say…”
Not only do these errors look unprofessional, but they can also result in misunderstandings, clogged up email inboxes, and delays as you wait for the rest of the contents to be sent your way.
One simple trick I’ve learned over the years to help combat this issue is to fill in the “to” address last, when I’ve proofread my email and made sure it contains all the information and attachments intended for the recipient. Only when I am sure my email is ready, and I’m about to hit “send,” do I fill in that “to” line.
Not only has this habit become part of a routine that helps me remember to give everything a quick check before hitting send, but it also prevents me from accidentally hitting send while still writing the message.
What about when I’m replying to an email? If the message I’m sending is going to be lengthy, I’ll often delete who is in the “to” line while I’m writing, then fill in the addresses when I’m sure my response is ready to be sent.
Give this a try – I’d love to hear how it works for you!