Fixation on Histology

It is not news to anyone that in today’s world, we rely heavily on email as a primary form of communication – not only at work but in our personal lives.  Email saves time, allows you to communicate your message to a large group of people simultaneously and documents your communications eliminating the “You never told me that” response from a coworker.  However, because we use email to communicate with not only coworkers but also family and friends it’s important to use the correct etiquette during an email conversation.  No, I’m not talking about an APA-style paper with references but the same etiquette that applies during verbal communication, applies here.

Here are my favorite tips to ensure my email is an effective communication tool:

1. Tone is vital. Use the keyboard to your advantage. You can use capitals and punctuation to help you set the tone of your email. Add bold words, underline, and use italics to help make your message sound the way you want it to be read.  Add commas where there should be natural pauses, and you can even use exclamation points to show enthusiasm.  Always read your email in its entirety before you hit send to ensure you have conveyed your message using the intended tone. 

2. Don’t EVER type in all capital letters unless you are applying emphasis on particular words. I bet you read the word “EVER” with strong emphasis and urgency, correct? Good! That’s how I intended for you to read it. However, when you put whole sentences in all capital letters, it can (and will) come off as if you are yelling toward your recipient. For example, if I say “DON’T EVER TYPE IN ALL CAPITAL LETTERS,” your brain translated it to feel like I was yelling the whole sentence at you – completely distorting the tone of the message.  If something needs to be conveyed in all capital letters, then its best done in a face-to-face conversation. 

3. The Santa Clause Rule – Check your recipient list twice! Check to ensure that you are not “replying all” when you are only intending on replying to the sender. Example: A clinician is looking for results for a patient. Your manager sends an email requesting information from you on the progress of the case, and carbon copied (CC’d) the clinician to show that we are following up.  I can assure you, you do NOT (feel that emphasis again?) want to Reply All when you tell your boss that the specimen jar was pushed behind a stack of papers.  Remember to be like Santa Claus -  check your list of recipients twice before hitting send. 

4. Take a Break Before You Reply - I’m sure that we have all received emails that have made us upset or angry. A benefit to email interactions; is that you do not have to, nor should you, respond to them while you are emotional.  I encourage you to walk away from the keyboard - nothing good will come from replying when you are frustrated. We do not get this luxury when we are communicating in person, we have to instantly respond and our demeanor must remain professional at all times. When you take time to cool off before you fire away a spicy email, you will be more professional in your response. This can save you some embarrassment, and a trip to Human Resources. 

5. Don’t Ignore Your In Box – Lab managers and co workers use email to communicate vital information and updates daily. Make time each day to review and respond if necessary to your incoming emails.  Being overwhelmed is no excuse. It’s hard to be good at your job if you’re bad at responding to people.  When researchers compiled a huge database of the digital habits of teams at Microsoft, they found that the clearest warning sign of an ineffective manager was being slow to answer emails. Responding in a timely manner shows that you are conscientious — organized, dependable and hardworking. And that matters. In a comprehensive analysis of people in hundreds of occupations, conscientiousness was the single best personality predictor of job performance.(1)

(1) No, You Can’t Ignore Email. It’s Rude, New York Times, Feb. 17, 2019


Written by Nicole Robinson, HTL(ASCP)