Q: I sent an email to the head of global technology to schedule a follow up meeting. I wrote: “OK for us to meet up.” The global head’s response: “What is the purpose of this meeting?” and copied my boss. I am surprised by the response, we both knew the subject for follow up. What went wrong?
A. The Queen of Soul, Aretha Franklin, belted out “R.E.S.P.E.C.T. Find out what it means to me. R.E.S.P.E.C.T. take care T.C.B.” and this advice lyrics is especially applicable if you want to take care of business (TCB). “Meet up” is a term that is way too informal for professional correspondence, especially when you communicate with a person a level or two above you. (And common sense will tell you not to “hook up” for drinks after work even with your close colleagues.)
Before you press “send,” consider the following:
- To whom is the email addressed?
- Will the individual know who you are or do you need to establish or re-establish the relationship? If yes, what is the most salient memory jogger?
- Why are you sending this email: To say thank you? Inform? Keep the relationship current or schedule a meeting? If scheduling, avoid this response that I recently received: “I’m open at 2pm. Let’s do it.”
- Is the content of the email clear? Succinct?
- Action required? If yes, include what needs to be done. By whom? By when? Eschew “C.O.B.,” “ASAP” or other business-speak.
- Will this correspondence—note that I didn’t say email–enhance or tarnish your brand?
Find out what respect means in your organizational culture and you will likely discover a precious and untapped resource. Take the advice of Aretha and always bring a little respect to everything you do.
Need inspiration? Watch Dr. Aretha Franklin singing our National Athem at my alma mater.
