Using email is a no-brainer for most property management C-Suite executives. Problems come into play, however, when it comes to wording those emails so that they deliver the right message in the right tone and effectively get the point across.
It may seem simple, but recognizing the difference between a personal and professional email can be challenging to some. To avoid making a serious and possibly even career-altering blunder, here are a few things you should never do when sending a professional email.
Lack of Niceties
Yes, we are talking about professional emails, but that doesn’t mean you should cut out all niceties. If you want your message to be well-received, don’t forget basic email etiquette. Always open with a friendly greeting by name. Use words like, “please,” “thank you,” and “I’m sorry” where applicable. And always conclude your emails with a closing word and your signature. These simple pleasantries can do wonders for painting your property management company in a good light.
We get it. You’re busy. You’ve got a lot on your mind and sometimes condensing all of that information can be overwhelming. But if you send long-winded emails that have no real purpose (or at least one that is easily ascertainable), you risk losing the attention of your audience pretty quickly. In order for your messages to be effective, they need to be short and to the point. Remember, your email recipients are busy too. Don’t overwhelm them with too many words. Be concise. They’ll appreciate it.
You may think you don’t have time to spell out words like “you” or “thanks,” but an email that has shortened words like “u” or “thx” looks incredibly unprofessional. While this type of shorthand certainly makes things easier when texting (and is relatively acceptable in that format), in an email, it will just paint you and your property management company in a poor light. Professional emails should be well-written with proper spelling, grammar and punctuation. Leave the shorthand to your teenager.
Sure, you know the property management industry like the back of your hand. But the client, partner or vendor you are emailing probably doesn’t have a clue. When you send out an email that is peppered with industry jargon and buzzwords, at the very least, you risk confusing your recipient. At worse, you might come across as arrogant and unapproachable. Once you’ve drafted an email, re-read it to make sure there are no industry-only words and replace any that are there with something more universal.
Bad News/Negative Feedback
As a property management executive, there will inevitably be times when you will need to deliver less-than positive news, whether it’s letting a client know something went wrong or giving an employee feedback on his or her poor performance. While these types of topics are never fun, in reality, they are much better discussed in-person. If the message you need to get across is sensitive in nature, it’s probably a good idea to schedule a face-to-face meeting instead.
In business, email is a part of everyday life, and the property management industry is no exception. Once you reach the C-Suite level, however, it’s critical that you remain diligent about the quality of the messages you’re sending out. A poorly written email can easily discredit your professional image and even cost your company business. The tips above should help you avoid this.