Have you ever considered what is the first thing you do when you start your day or get to your workplace? Correct – you open your email. Sometimes, our day’s entire structure depends on the emails we find in our inbox.
In our earlier articles, we have stressed the value of excellent Communication Skills to impart information effectively to your targeted reader. This becomes especially crucial when it comes to written communication, such as email, a crucial soft skill for testers.
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In this article, we are going to specifically talk about email communication.
Here are some valuable pointers and suggestions to enhance the efficiency and fluidity of your email communication. These pointers are useful for all teams, not just the QA team.
Let’s assume, you got this Email:
Email #1
To: Testing Team
Subject: QA Update
Body:
Team,
A sudden delay has occurred in deploying the code to the staging environment. The code got mishandled, and we are unsure about when these issues will be rectified. We are forced to hold off our activities until further updates. Please engage in alternative testing activities.
We aim to release change request CR0100H68 by this month’s end. Kindly go through the document on the share point and provide us with an estimation.
Thank you,
X, QA team.
Is this email efficient? Let’s contrast it to the following:
Email #2
To: Testing Team
Subject: Holdup in Staging Environment Code Deployment and Analysis Required for CR0100H68
Body:
Dear Team,
I have two critical updates to share with the team:
#1) Setback in Staging Environment Code Deployment:
- Unforeseen circumstances have led to the holdup in deploying code to the staging environment, and currently, we do not have an estimated time for the resolution. We need to delay our staging activities until further notice.
- Meanwhile, please concentrate on developing templates for quality audits till the issue gets fixed.
#2) Update and tasks for Change request CR0100H68:
- We plan to roll out CR0100H68 by this month’s end.
- Please go through the related documents and provide the following details by tomorrow:
– What is the number of test scenarios required?
– How much of the current documentation needs adjustments?
– How much time is required to author the new documentation?
– What are the needs of the test data?
– What is the expected test execution duration?
Regards,
X, QA team.
If I were to receive Email #1, the following would occur:
- The email might remain unopened initially because the subject line doesn’t reflect the content’s urgency.
- Though I might open it, the large paragraph makes it a chore to read.
- The unclear tasks and expectations would leave me uncertain of my next steps.
On the other hand, if I receive Email #2:
- The subject line helps me immediately understand the email’s context, making it easier to decipher the message’s seriousness.
- The content is neatly arranged with bullet points, making it more digestible.
- Each task and deadline is clearly stated, offering precise instructions.
Preferably, I would send separate emails for each topic I’m sharing updates on. However, the choice is up to you.
Simple modifications can significantly enhance communication quality, as can be seen.
Guidelines for More Effective and Seamless Email Communication
#1) Organize your thoughts before you start drafting your email.
#2) Make use of the subject line to set the context and provide the recipients a sneak peek into the email content.
#3) Deploy the email software’s ‘Important’ flag only for crucial messages. Use your judgment to decide what qualifies as important. For instance, if an error halts testing, and all teams need to be informed, flag the email as important.
#4) Clearly state the email’s objective. There are three basic purposes for sending an email:
- Sharing information: Be precise, straightforward, and simple.
- Requesting details: Clearly specify what data you need, the timeline, and how it should be delivered. For example, “Please share a copy of the Test Plan document by EOD. Place it in the shared project folder and notify me.”
- Recognition: These are short statements like “Thank you” or “Done” and don’t need much elaboration.
#5) Take the effort to proofread your emails. Most email clients enforce compulsory spell-checking before dispatching the email.
#6) If you are CCed in an email, it means the email is for your awareness only; no action required from your end.
#7) Use ‘Reply all’ only if needed.
#8) To avoid an email dispatched to multiple recipients from getting responded to by all, use BCC to include all email addresses.
#9) Show decency when delivering crucial or negative critiques concerning a person or a product. Whenever feasible, address these matters directly with the involved person or send a personal email to them.
Suggested reading =>> Email Subject Line Testing Tools
Additional Suggestions to Prevent Errors
#1) Include email addresses in the To, CC, or BCC fields at the end, once you are content with the email’s body. This helps avoid sending an incomplete or incorrect email mistakenly.
#2) In case you unintentionally dispatch a partially complete email, most email systems provide an option to recall and rectify the error.
#3) If you are new to writing official emails, request a peer to review your draft before sending it and ask for their feedback.
#4) Refrain from using slang or idiomatic phrases unless you are sure about their meanings. Otherwise, you may unintentionally write something embarrassing. Remember, an email once sent, can’t be undone.
I genuinely hope these suggestions help you compose better email pieces. We are eager to hear about your experiences.
Recommended reads =>> Crafting a Cold Email
Any supplementary tips you might have? Kindly share your suggestions and engage in the comments section below.