Spam…email chain letters…obnoxious or off-color jokes…these are just a few things that annoy business professionals when it comes to daily email. While you’re likely not sending any of these things, what if your emails to people are just as annoying?

Unfortunately, many people are unknowingly irritating co-workers and clients with bad email etiquette and habits. Even worse, the offenders are tarnishing their reputations in the process, unaware that their emails reflect their personal and company brand, their image, and their credibility.

If you’ve ever wondered why people don’t take action on your emails or why this productivity tool seems to waste more of your time than it saves, you may be guilty of exhibiting a few email pet peeves. Following are the top five email pet peeves in the workplace. Avoid them so your email messages are most effective.

1. Having sensitive conversations via email.

Sensitive and emotionally charged conversations have no place in an email. If you need to fire someone, express disappointment, or apologize, do it face-to-face (most preferred) or via phone. When a topic has emotion behind it, the recipient naturally escalates that emotion when reading the email. Why? Because it’s virtually impossible to display emotion in an email (aside from some carefully placed emoticons, which not everyone appreciates), and humans by nature look for the worst in a message rather than the best. So your innocent question of “Why did you call Mr. Smith?” gets read as an accusatory question, as if you had asked, “Why on earth did you of all people call Mr. Smith and bother him?”

Adding fuel to the fire is the fact that many people write things in an email that they would never say in person. They view email as a way to have “safe” conflict without being face-to-face. So they may snap back at someone in a sarcastic way or slam someone professionally or personally. Some people even enjoy this type of conflict, as it gives them a charge. The bottom line is that if your message has any type of intense emotion behind it, don’t send the email. The matter is best addressed in a face-to-face meeting or phone call.

2. Using “reply all” versus “reply.”

Just because you were one of many recipients on a message does not mean everyone needs to hear your reply. For example, a supervisor may send a group message out to the entire department asking who will be present at the quarterly meeting. The only person who needs to see your response is the person who initiated the message, not the entire group. If the group contains 100 people and each one does a “reply all” saying, “I’ll be there,” you’ll have a very cluttered inbox and 100 annoyed people.

Therefore, really think about who needs to see the message before you reply. Obviously, if your company requires that you do a “reply all” for business emails, then by all means do so. Otherwise, use the “reply all” button judiciously. And remember that with a “reply all,” everyone, even someone who was in the BCC line, will see your comments. So you never really know who is getting your message.

3. Using poor grammar and spelling.

A typo every now and then is not a big deal. However, consistent bad grammar and spelling is obnoxious. Email is a form of written communication, so respect the written word. Additionally, this is business, and everything you do, say, and write is a reflection of your professionalism.

When people read your messages, they naturally and automatically make a judgment about you based on your writing. If your writing is poor, everything else about you is in question. After all, if you don’t care enough about your writing, what else don’t you care about? Your product? Your service? The reader? Remember that the written word stays out there forever, and no email message is ever really deleted permanently. Make sure your lasting impressions are good ones – even when you email.

4. Emailing complicated information.

If you have to give someone technical, detailed, or complicated information, do it with a phone call and an email as a backup rather than relying solely on the email communication. Email is best suited for short messages that don’t require a lengthy response. If your email is more than a couple of paragraphs, pick up the phone and talk to the recipient. Use the follow up email to send needed documentation or a recap of your verbal instructions, but don’t expect people to read and act upon a lengthy or complicated message.

Additionally, if you are the recipient of a detailed message and need time to work on the reply, send back a short acknowledgment message that states, “I received your message and am working on the needed items.” And if the reply requires real discussion, then pick up the phone and talk about it. Don’t rely on email for every topic.

5. Writing bad subject lines or not using subject lines.

Unless you’re doing email marketing and relying on your messages to sell people, use straightforward subject lines that reflect the true theme of the message. Leave the cute and clever wording to the marketers. For day-to-day business purposes, plain and direct work best. So rather than have a subject line that reads, “Want to pick your brain,” write, “Need your input on the Jones project.”

Realize, too, that many people use their email as a filing system, and they rely on the subject lines to find key information later. So if all your subject lines are vague (as in “A message from Tom Smith” or “Info you requested”), or if you don’t use subject lines, people won’t know what the message was about when they search their files later. So always write detailed subject lines, as in “Dates for Singapore conference” or “Files for Smith project.” And should the email’s subject change as the conversation ensues, then change the subject line to reflect the new theme.

Get Your Message Across

Email has certainly come a long way in the past couple decades. What was initially viewed as a novel way to share key information in the 1990s is now the preferred method of business communication. But remember, just because something is commonplace and expected doesn’t mean you can become lazy with it. Always use email properly and for the purposes and subjects it was intended. By doing so, not only will you avoid these pet peeves, but you’ll also gain productivity rewards as you enhance your professional reputation.

Being gracious, warm, and cordial to the interviewer is great, but being chatty is not acceptable. So when someone asks you a question, answer the question with a brief example of what you’re describing, but don’t give the person a novella. They don’t want to hear your entire history – just the highlights of your work history. Remember that it’s a job interview, not an afternoon tea party.

Whatever you do, never say anything negative about a past employer. It’s a kiss of death for an interview. Even if you were fired from a past job and the incident comes up, don’t say, “My boss was a jerk and fired me because he didn’t know what he was doing. He couldn’t lead his way out of a paper bag.” Instead, stay as positive and likeable as possible. You could say, “Yes, I got fired. Here’s why and here’s what I’ve learned from it.”

Realize that in some cases, being likable is more important than qualification. Companies want people who are likable, who get along well with others, who are creative, and who can learn fast. Show them that you’re that person in everything you say and do.

Choose a temp service basked on a referral from another business professional you trust, if possible. If you can’t get a referral, then you have to do your own due diligence. Generally speaking, the internal workings of a temporary placement firm vary from place to place. Unless you are working with a franchise, the only way to find out how the firm works is to ask. Therefore, contact some local temporary help companies and ask them such question as:

• How long have you been doing business in the local market?
• Do you belong to any national associations?
• What kind of testing do your temps go through?
• What kind of reference checking do you do?
• What’s your firm’s area of specialization?

Be honest with the company. If you have called other temp services or have had a bad experience in the past, let them know. Also, take into consideration the specialist you speak with. Does the person seem knowledgeable and caring, or is the person just trying to sell you on the idea of working with them? Remember, the person needs to be listening twice as much as they talk. True professionals are interested in getting a feel for your credibility, as you are theirs. Since the goal is to create a long-term relationship, you want to feel comfortable with your main point of contact.

Dear Jean,

I’m a graphic artist for a large advertising firm.  The work I do requires a lot of communication with my peers.  Some days I have to consult with five or six people before starting my projects.  I’m occasionally in a co-worker’s office when he or she receives a phone call.  Should I automatically excuse myself?

Reply:

Not necessarily.  If the nature of the call sounds personal to you, you may want to go back to your own office.  If not, you may want to wait it out.  You can disengage and work on another project in your head.

Dear Jean,

I’m a Medical Technologist with a good work record.  I applied for a job at a local hospital.  On the second interview the company’s representative said, “You’ve got the job; we will call and tell you when we want you to start.”  She never called, so I called her, and she said, “We have other people we want to interview.”

Later that day I found that a previous co-worker of mine went to this interviewer and said something derogatory about me (and, yes, I’m sure this happened).  Is there any way for me to find out what was said about me?  What can I do?

Reply:

There is probably no way for you to find out exactly what was said.  The company is at fault as well as your co-worker.  It’s devastating to be told first that you have a job and then that they want to interview more people.  To tell a job applicant that he or she is hired and then rescind the offer is a display of shabby business tactics and you might want to consider if you want to work for them at all.

If you really want the job, pick up the phone and try to work this out.  The worst they can do is refuse your call.  What have you got to lose?

Dear Jean,

My boss only has enough work for me to keep me busy from about 8:00 a.m. to 10:00 a.m., but my hours are 8:00 a.m. to 5:00 p.m.  So I just sit there for half of the day.  I have asked for more work, but she says there isn’t anything else for me to do.

Reply:

How boring!  You are doing the right thing by asking what to do, but go ahead and start looking for another job.  Sooner or later your boss or your boss’s boss will realize that there is not enough work to keep you or anyone else busy in that job.  Once that fact is realized, your job will be in jeopardy.

If you really love the people you work for, maybe you can work for them in the mornings.  That way you can find yourself another job in the afternoon.  However, if you are a whiz kid and you are doing eight hours of work in two, find yourself another job.  You’re too bright for this one.

Dear Jean:

I have a personal pet peeve – speakerphones.  I can’t stand to listen to someone who is receiving my call on a speakerphone.  It usually cuts off most of the first word and some of the last word, and the echoes hurt my ears.  What is a tactful way to ask someone not to use the speakerphone with me?

Reply:

When I want to be tactful, I might say, “Will you please pick up the receiver?  I’m having trouble hearing you.”  When I am in an ornery mood, I might say, “Better pick up the receiver – I’m getting ready to say something you might consider confidential!”

Dear Jean,

I’m in line for a position that is not only a better job, it also pays more.  There is one problem.  I will have to do some traveling – too much, really.  Could I try to stipulate “no travel” when my boss offers me the new job?  How would you handle this, Jean?

Reply:

In most cases, there are legitimate reasons for specific requirements on job descriptions.  When travel is required, it is because the business to be conducted requires you to be in the city where the transaction will take place.  To request “no travel” on a position which requires travel is like requesting, “no keyboarding” on a position which requires computer savvy.

Dear Jean,

At the end of an interview, people ask if I have any questions.  What kind of questions do they expect?

Reply:

This is a good opportunity for you to get to know your potential boss.  Ask her questions about herself.  Example:  Who was your favorite employee?  What are your biggest challenges for your team this year?  What does “good” look like in this position?  You will get a lot of information about her by the way she answers your questions.

You are on your best behavior in an interview and so is your potential employer.  Plan about three to five good questions.  See if she is patient in answering your questions.  You may get a hint of how she will deal with the process of training you.

Your goal in the interview is to get an offer. Only then can you evaluate if it’s the right position for you.

There are many ways to look for a job.  Networking, online posting sites, newspapers, temporary employment services, outplacement firms, private employment agencies, and state employment agencies are just a few.

In a tough job market, don’t stick with only one avenue.  Use every source you can think of.  The only exception would be if you are working and your search is confidential.  In this case, you will have to be careful not to answer blind ads in the paper, because your boss might have submitted them.  Some bosses are so sneaky; they will run an ad or post a job online that might appeal to you just to see if you are looking for a new job.  When your search is confidential, it is best to contact a reputable employment service; one that has been referred by people you trust.  Make sure the employment service knows your search is confidential.  Print “Confidential Resume of ….” at the top of your resume and also mention the confidentiality of your search in your cover letter.  If you live in Oklahoma, Jacobi Kelley Personnel has an office in OKC and in Tulsa.  Their website is www.jacobikelley.com.

If your search is not confidential, you can take advantage of every possible method of finding your new job.  Be sure to explore all your options.