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How to Help Employees Communicate by Email More Effectively


 
Email is still considered the primary communication tool in the business world. Today’s business landscape may have shifted further towards video conferences and short messaging platforms, but the majority of formal business communications are still conducted via email. There is no sign of emails being replaced by other means of communication either.

Despite the common use of emails, not all professionals know how to use them properly. This is exactly why we still see mistakes such as incorrectly using CC instead of BCC happening in the real world. As an employer, you can play a more active role in helping employees communicate by email more effectively.

Email-Related Training

Despite the importance of emails, most email etiquette and skills are learned through experience and real-world practice. Sure, there are a lot of resources and websites that specifically share email-related knowledge and tips. That said, very little formal training is provided in school or corporate training programs.You can reduce the number of mistakes your employees make when communicating via email by providing them with such training programs. They are easy to find and will even help employees fine-tune their email content for effective business communication.

It is also a good idea to provide employees with training on the tools available to them. In Outlook, for example, you can sort emails automatically, forward emails with certain marks to other recipients, and even automate everyday email tasks (i.e. adding a calendar entry for meetings and invitations).

The Right Tools for the Job

There are also additional tools designed to really boost email productivity and effectiveness. Customer Relationship Management or CRM platforms, for example, are capable of handling, logging, and documenting email communication. These comprehensive databases enable sales officers to keep track of their conversations with clients without ever missing a beat.

The same can be said for research tools. Let’s say you want your sales team to connect with new potential clients. Provide them with a tools such as The Email Finder to be able to research and verify email addresses. Click here to learn more about email verification can really boost your employees’ email productivity.

Monitoring

Monitoring is always a tricky subject to discuss. Is it ethical to monitor business emails sent from @yourcompany.com email addresses? Ethics debates aside, email monitoring is a proven way of boosting the effectiveness of business emails nonetheless.

As previously mentioned, CMS platforms can now keep track of email communications between sales officers and clients. That simple tracking feature is very valuable when it comes to developing strong relationships with clients since it allows your employees to personalize the tone of the conversation based on past emails.

Tracking also gives you, the employer, a clear picture of how emails are helping the business thrive. This, along with the previous tips we covered in this article, will help you assist employees in using their email addresses more effectively.

Improve Marketing Emails to Boost Sales

Everyone has experienced the sensation of being overwhelmed by seemingly useless emails filled with coupons, special offers, information about new product launches and other messages you do not have time to read. Business users sent and received on average 121 emails a day in 2014, and this is expected to grow to 140 emails a day by 2018. While it can be annoying to receive messages from every company you ever purchased something from or expressed interest in, email is a necessary part of business and making sales in the digital age.

If you as a business owner or employee of a company are annoyed by the number of messages you receive from businesses you have interacted with in the past, you have to assume that your current or potential customers may feel the same way about emails you are sending them.

Instead of sending the same tired sales and marketing emails you typically blast to customers, take this week and the following tips to put a new spin on your digital customer communications.


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About the Author

John McGeeJohn McGee, President OptifiNow

As the President of OptifiNow, John leads the company’s vision, strategy and growth. John founded OptifiNow to solve a common problem of enterprise customers – the shared struggle of managing national and global sales teams with brand and legal compliant messaging. OptifiNow was built from the ground up by simplifying the complex needs of customers. The result is a software platform that delivers a complete suite of customer engagement solutions for its clients.

John has a BS in Engineering and Computer Science from Loyola Marymount University, and is a proud California native. He lives in Los Angeles with his wife, and their 3 children.