With the stressors of the past several months likely following us back into physical or virtual workplaces, tensions could be running high and co-worker dynamics could be stressed as we re-acclimate. Exercising more discretion in our email communications could help diffuse any potentially escalating conflict.
Given the dramatic and widespread impact of converging national crises and global events in the year 2020, many of our co-workers have been adversely affected; with frayed emotions lying just beneath the surface. So best to proceed with caution when the need to approach a sensitive issue arises. Now that so many of us are working remotely, more bad news, whether communicated virtually or via email, may be hard to take. Not being in a live face to face scenario puts both you and your co-worker at a disadvantage – especially since you’re unable to properly assess whether your message is being received as intended. If you’ve resumed working at a physical job site, try having an in-person conversation (adhering to social distancing, and other appropriate protocols, of course).
On the other hand, you may want your remarks documented in certain situations, or email may simply be your only option for relaying a difficult message; in which case, these 7 tips could help ensure that your challenging communications are transmitted with clarity, sensitivity, tact and diplomacy.
7 Tips for Relaying Difficult Email Messages
- Never, ever send an email when the situation is emotionally charged. If you’re stressed, frustrated, or upset best to take a few deep breaths, take a walk or count to 10 first..
- Be sure to acknowledge that an email is less than ideal for addressing the sensitive issue, paying careful attention to your tone and language
- Expand upon the issue for clarity if necessary; but stick to the facts.
- Be sure to soften any criticisms with positive affirmations.
- Resist the temptation to cc. As a general rule, you wouldn’t want to cc anyone, who wouldn’t normally be included in the face to face conversation.
- Proofread. Proofread. Proofread; checking for typos, and again, tone. This will help avoid careless mistakes that could lead to confusion or misinterpretation. Then save the draft.
- Review the saved draft again before sending
While admittedly email isn’t ideal for managing thorny exchanges, one clear advantage is that it gives you an opportunity to craft your message as professionally as possible.