Emailing Your Employees: The Do’s and Don’ts of Employee Engagement

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In today’s business world, email is the primary form of communication between organizations and their employees. And while emailing your employees can be a great tool for keeping them informed and engaged, it can also be misused and cause problems if not used correctly.

When it comes to emailing your employees, there are a few things you should keep in mind to ensure that your messages are effective and well-received.

Do’s and don’ts of emailing your employees:

Do:

  • Keep it short and to the point
  • Use a professional or formal tone
  • Stick to business topics
  • Use spell check and proofread your message
  • Have a clear direction for any expected actions, response or outcome
  • Use bullet points and short paragraphs

Don’t:

  • Send too many emails
  • Use slang or Emojis
  • Bring up personal topics
  • Forget to attach files
  • Include employees not directly related to the subject
  • Attach big files (>2 MB in size). Instead, use links for shared folders

Make sure that your employees are engaged with your email communications. This means making sure that the emails are relevant to their interests and that they feel like they are part of the conversation.

Furthermore, you want to avoid any potential legal pitfalls when emailing your employees. This means avoiding any language that could be construed as discriminatory or derogatory.

Finally, you want to make sure that your email communications are clear and concise. This means avoiding long, rambling emails that are difficult to follow.

How can you improve employee engagement with email?

man in white dress shirt sitting on black rolling chair while facing black computer set and smiling while emailing employees.
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Email is a ubiquitous communication tool in the modern workplace, but it can also be a major source of frustration for employees. Too often, employees receive emails that are irrelevant to their work, or that are cc’d on messages that are not intended for them.

This can lead to “email fatigue,” where employees become less engaged and less productive overall.

So how can you improve employee engagement with email?

Here are a few tips:

  • Only send emails that are relevant to the recipient. If an email is not directly relevant to an employee’s job, don’t send it.
  • Think carefully about who needs to be cc’d on a message. Every extra recipient adds to the chance that an email will be ignored or forgotten.
  • Make sure your subject lines are clear and concise. An unclear subject line is a guaranteed way to get an email deleted without being read.
  • Keep your messages short and to the point. No one wants to read a long, rambling email.
  • Use bullet points whenever possible to make your emails easier to skim.
  • Avoid using jargon or “corporate speak” in your messages. Stick to clear, concise language that everyone can understand.
  • Proofread your emails before you send them. Typos and grammar mistakes will make you look unprofessional and can damage your credibility.

How can you use email to connect with remote employees?

Emailing your employees has several benefits, especially when you have remote employees or a hybrid workplace.

Emailing your employees allows you to communicate with them easily and stay in touch with what’s going on in their work lives. Here are a few tips for using email to connect with remote employees:

Send regular updates.

Include updates on company news, project progress, and anything else that would be of interest to your remote employees.

Use email to share resources.

If you find an article or website that you think would be helpful for your remote employees, send it their way.

Set up a system for questions and feedback.

Encourage your remote employees to email you with any questions or feedback they may have. This will help you stay connected and ensure that your employees feel heard.

Summary: Emailing your employees

Email is one of the most commonly used tools for communication at work, but it can also be one of the most frustrating. If you’re not careful, email can easily lead to miscommunication and even conflict.

But emailing your employees doesn’t have to be this way!

Follow the tips we’ve shared. Use email to improve communication and engagement at work. Here are a few things to keep in mind:

  • Be clear and concise in your writing
  • Use bullet points or lists to structure your thoughts
  • Ask questions to ensure understanding
  • Use emoticons and emojis to add personality
  • Proofread your messages before sending

Use email to make communication at work more effective and even fun!

Have questions or suggestions? Please share in the comments below.

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By BMB Staff

Business Management Blog is your online resource for business management and strategy articles, insights, ideas and tools. We talk about Business Management, Strategy, Customer Experience, Employee Engagement, Leadership and Career Growth. Subscribe to the blog to get updates about new posts.

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