âI hope youâre staying safe and healthy during this crazy time!â began an email from a publicist who was following up on a request. My work inbox today is filled with similar messages from people who donât know me, initially inquiring about my survival during the coronavirus pandemic and then addressing deadlines and other business.
Iâm not alone in receiving more concern-filled emails from colleagues, acquaintances and strangers right now:
Personally, Iâm at a loss as to how exactly I should address the current crisis when reaching out by email, even to people I interact with regularly.
For the moment, Iâve settled on âI hope youâre doing as well as can be expected right nowâ when Iâm initiating the first correspondence with someone since the outbreak.
But should I and other professionals be including âHope youâre doing wellâ intros every time? Do I sound cold and unfeeling if I donât mention the coronavirus in work correspondence with strangers and acquaintances? The pandemic is raising new questions around email etiquette.
âEmails before coronavirus were often brusque and demanding and a little bit soulless,â said Randy Malamud, an English professor at Georgia State University and author of the book âEmail (Object Lessons).â
Now, asking how youâre doing in an email may mean actually wanting to know how youâre doing, and if you need some flexibility these days.
âThere are many more important things than how we write email. But email is one of the things we do. And we do it a lot,â Malamud said. âEven there, we should be sensitive to the fact that some very routinised ways of writing and communicating are being changed, need to change.â
Itâs OK to feel fatigued by the constant âHope youâre doing well.â
At this stage of the pandemic, COVID-19 doesnât need to be an icebreaker for work email communications, said Lisa OrbĂ©-Austin, a licensed psychologist and executive coach.
âMost people are feeling like they donât want to engage in this chitchat around COVID,â she said. âIf you know something specific is going on in their life about COVID, then you may want to ask that, but as a point of general conversation, I think people are feeling fatigued by it.â
Recognise that how you communicate via email with another professional depends completely on whether your relationship is close or distant.
âAllow yourself flexibility to be responsive to individual situations. Allow yourself to not do the same rote âHow are you doing? Hope youâre safe and well,ââ said OrbĂ©-Austin.
Donât go overboard with expressing concern. The more distant your relationship, the more acceptable it is for you not to press for information that you wouldnât normally be getting. âWith people you donât know more [about], itâs probably a cue to you that you probably shouldnât be continuing to ask,â OrbĂ©-Austin said.
When in doubt, try making the coronavirus an opt-in topic for people who want to engage, while giving others the option not to process COVID-19 with work contacts. âPay attention to cues youâre receiving from the engagement back,â OrbĂ©-Austin said.
But do leave an opening for colleagues to share their struggles.
If composing emails was an autopilot activity before the pandemic, you should recognise that it may require more thought and consideration now.
âIt is getting more important as it replaces the interactions we canât have anymore because weâre isolating,â Malamud said. He noted that even in a routine email interaction, a colleague could have some âvery non-routine things they need to communicate.â
Malamud advises offering an opening in your emails that invites colleagues to share if they need your help with deadlines and deliverables. He does this in emails to his students after he mentions their assignments, writing, âPlease let me know if this is hard for you for whatever reason.â
âItâs nothing rhetorically brilliant. It just leaves the door open for the possibility that the person receiving the email will have unusually challenging reasons for being unable to respond to the email the way they normally would,â he said. In response to his open-ended request, students have told Malamud about caring for sick relatives, lacking access to computers, and struggles with unemployment impacting their school work.
When people actually tell you how theyâre doing, Malamud said itâs OK to circle back to these conversations âas necessary, as appropriate.â Thatâs part of the new consideration about how the pandemic is changing email correspondence, he said.
Both formulaic emails and clichĂ©d âhope youâre doing wellâ intros land differently now.
âYou didnât use to have to think about it that much. When someone said, âHope youâre going to have a good weekend,â it dignifies no response or âyep.â This is different from that,â Malamud said.
Now he said email âneeds to become more aware and more sincere and more empathetic.â
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