Let us face it. We need emails at work. Despite the sheer anxiety or frustration they cause us at times, it is an indispensible tool. Not a day goes by without opening the inbox or sending one email.

We have all had one of those days, where we have stared at the screen wondering "how do I respond to this one. Or we have had one of those days when we just READ WRITE SEND, without paying much attention to the details.

In an organization, every medium of communication counts as an indicator of our commitment, professionalism and our general etiquette. Our work mails primarily are written evidences of the latter. One quick reply to an email does have the potential to stir up either anxiety or stress in our colleagues.

Being MINDFUL of the following mistakes, we can craft efficient and productive emails at work. Along with saving us a lot of consequent frustration, avoiding these mistakes can also help coat our communication skills with professionalism.

1. VAGUE OR ABSENT SUBJECT LINES: A subject line is not a movie trailer. Tailoring it concisely and precisely is of utmost importance. Do not forget to include important details of priority such as a title for the content, date, time or deadlines and urgency of the content.

2. IGNORING THE RECIPIENTS: Getting unnecessary or irrelevant emails is distracting. REPLY ALL is a useful tool however; it needs to be used JUDICIOUSLY. Similarly, CC or BCC only selected members who need to be looped into your emails. Emailing the wrong person can be an equal disaster!

3. MISSING ATTACHMENTS: This is a very frequent and a common mistake. However, we need to execute with more caution as sending follow up emails with attachments doubles your work and the recipient's inbox. Emailing the wrong attachment could result in breach of your company's confidentiality.

4. ESSAY EMAILS: When you receive an email at work, pause for a moment and assess if your response includes a discussion or would a simple message suffice. Emails are a perfect fit for quick acknowledgements or announcements to all. Discussions are easier when we use other modes or communication such as telephone or face to face to communications. This could also help you keep in touch personally with your colleagues nurturing human connection as well.

5. INFORMAL LANGUAGE: Know your recipient audience when you begin your email. Informal language and SMS lingo is an absolute no-no when it comes to addressing your seniors or managers. Always make sure you begin with a Hello, Dear or Respected and sign off with a Thank you, Regards and your name. It is imperative to convey respect and courtesy in your communication, email or direct.

6. EMOTIONALLY CHARGED EMAILS: Framing your responses in moments of stress, anger or hurt can be disastrous to workplace relationships. Try to take some moment to breathe, take control of your own emotions and then write your email. A quick way of keeping your replies void of emotional stress is to vent to a trusted colleague or request them to read your email and give their feedback.

7. REPLYING IN HASTE: Some emails can wait! A simple acknowledgement of receiving it can help you garner some time to respond to it later. Further, checking your emails and replying during the night, vacation time, weekends, when you are on leave may be perceived as commitment. However, there is a possibility that it can also be perceived as lack of time management.
You deserve your "ME TIME" and the others do too.

8. NOT PROOF READING: Reviewing your emails before you send is important. A few minutes spent on reading your email once it is scripted can help you save daunting follow up time. Doing a quick review of your subject line, attachment, language, an error, spelling mistakes and finally your signature goes a long way. Finally, pay attention to your recipients.

So, now that you know what not to do with your emails, type away with caution.