OMG! Don't forget to leave an Out of Office, and never leave a kiss for clients: The email pitfalls we all should avoid
16:11 GMT, 9 August 2012
Ever rushed an email to a colleague or client without thinking Well it might be time to take little more care before clicking 'send'.
Spelling or grammatical errors in the message can leave a lasting
negative impression, research has found.
Two-thirds of people say that they regard simple mistakes as
‘shoddy’ and would ‘have no faith’ in the sender.
Next time you head off on holiday make sure you leave an out of office email
And next time you head off on
holiday, don't forget to leave an out of office email, or you could
return to some angry inbox messages.
The report, by Staples UK, found that taking time over an ‘Out of Office’ email over the summer holidays and Olympic period can have a positive effect on relationships with colleagues, clients and suppliers.
HOW NOT TO MAKE A GOOD IMPRESSION ON EMAIL
It’s not just 'out of office' emails that drive people round the bend; the research revealed these top grievances when it comes to emails:
Kisses on emails to clients (66% don't like this)Smiley faces on emails to clients (44%)Terms of endearment to clients, such as ‘honey’ or ‘dear’ (54%)Abbreviations such as ‘OMG’ (50%)Cheesy lines such as ‘Happy Friday’ (28%)Asking clients about plans for the weekend (17%)
Worryingly 58 per cent of office workers
said they felt irritated and wouldn’t do business with people who took
annual leave and failed to leave any 'Out of Office' message at all as it
showed a lack of professionalism and care.
But the research reveals there is a way that absence can help a business when it comes to emails.
Chande, managing director of Staples UK, said: 'People read out of office more often than
'Beyond the basics, why not take the opportunity to
communicate your own personality or that of your company by being
creative, humorous and thoughtful.
'Tell them, for example, if you’re taking a well-earned day off to go and see the Olympics, that you’ll get back to them faster than Usain Bolt on your return.
'Or if you’re on paternity leave, perhaps make note that you’ve been left holding the baby. As long as you remember to include an alternative contact and the date you’ll be back in the office, your clients and colleagues will appreciate that everyone is entitled to time off.'
The survey also found that 46 per cent of UK businessmen and women named rude or abrupt Out of Office message as one of the biggest workplace irritations.
Despite the obvious need to keep clients and co-workers informed and happy, a majority of companies have no policy on Out of Office emails, with 52 per cent of business workers left to their own devices and 18 per cent never bothering to use the option at all.