Email Best Practices for a Church Staff

If you work at a church, or just about anywhere, you probably send and receive a lot of email.  You’ve no doubt received some poorly written emails and likely have even sent a few yourself.  Recently, I gave our church staff some suggestions for writing better email:


1. Send it “To” the correct people, that is who needs to receive the information and do something with it. We recommend filling in who you are sending the email to last, as it saves you from inadvertently sending the email before you are done.

2. “CC” the correct people. Feel free to CC anyone who might need to know the information in your email as an FYI, but is not expected to respond. In general, we encourage you to be liberal in CCing people, as we want people in the know, but please do not go overboard.

3. Reconsider before using “BCC.” Ask yourself why you are really using BCC. And ask yourself how the recipient will feel when they find out you blind copied someone else, and how you are going to feel, when you find out, that they found out.  It’s probably better to simply use CC.

4. Unless absolutely necessary don’t respond to an email you were CCed on. You were CCed for your information, not your input.

5. Think twice before hitting “Reply All.” There are over 20 people on staff, even if it takes the average person 5 seconds to read and delete your reply, you just wasted a minute or two of the church’s time (20 people x 5 seconds = 100 seconds). That’s one to two minutes, on the low end, every single time someone does this.   Whatever you do, don’t reply all with an email that simply says “Great!”.

6. Use a strong, clear, informative subject line. Your subject line should not be long, but it should be clear. Some bad subject lines I have seen recently include a blank subject line, “Hey!”,  “Today” and one where the entire three sentence email was in the subject line.  People decide whether they are going to open emails based on subject lines, so if you want them to read your email, chose well.

7. Only tackle one subject in each email. Your email may be a summary of multiple things under one heading (such as Sunday Follow-Up or Funeral Info for John Doe) but don’t put two unrelated subjects in one email. It gets too confusing when people start replying to different parts of the email and it also causes people to miss things.

8. Be concise. Very few people respond to a massive block of text. If you’ve ever received an email back saying “let’s just talk about this in person” that is code for you just wrote too much to read, process and respond to in an email. If it requires more than a paragraph or two, then it is probably better to handle in person.  Also, don’t bury the lead.  Get right to the point of your email.

9. Ask for the response you want. A great way to end an email is to simply state “Can you have this to me by 5pm on Thursday?” or even, “No need to reply, but I just wanted you to be aware of the issue.” Tell the person what you want them to do with the information you have just presented. If you are not specific in what you are asking for, don’t be upset when you don’t get the reply you want.

10. Remember your tone – Email is horrible at communicating tone. You have to be over the top to get tone to come across in email. Avoid negative words like failure and wrong.  Be sure to use please and thank you.   Be especially careful with humor, as it often doesn’t translate.  Use exclamation points sparingly!!! Never argue via email.  Don’t use ALL CAPS unless you really are trying to yell something.

11. If you are upset, wait a day. We rarely say the right things, in the right way, when we are mad. Actually, this one really should be “if you are upset, wait a day, and then go talk to the person face-to-face.”  It’s easy to go pop off an email in anger, it’s hard to deal with the relational consequences your short-tempered email will produce.

12. Do not copy other people in on someone else’s email when you reply without getting the original senders permission first. Likewise, don’t forward someone’s email without their permission.  Just so you know, I view this a breaking confidentiality which is the “unpardonable sin” on staff.  When I send something to you I am choosing the content and wording that I would say to you, not necessarily someone else.  Also, don’t hit reply all and then communicate a private/confidential reply.

13. Read every email. Email is the primary way we communicate throughout the week, so it is important and it is part of the daily responsibilities of your job. Neglecting email is not an option.

14. Reply to every email where your response is requested or needed. Our staff policy is to reply to every email that a response is needed for within 24 hours, unless you have a day off or vacation. It is far better to reply and say, “I don’t have an answer to that, but I will ask at staff meeting next week and get back to you” than to leave them waiting a week. If you know you are not going to get back to email within 24 hours then you should use your out of office assistant.

15. Proofread every email. I once heard the rule of thumb that you should proofread an email one time for every one person you are sending it to. That is a little overboard for an inter-staff email, but if it is going out to a group in the church it may not be far off. If it is an email going to a large group, have two or three other people proofread before sending it.  We do things with excellence.  Sloppy emails are not us.

16. Use your church email address for church matters, and use your personal email address for personal matters. Again, we do things with excellence and professionalism. Your old AOL email address is actually vintage cool, but it doesn’t work for sending church emails from.  Alf may have been your favorite TV show growing up, but ilovealf@gmail.com is not going work for sending church emails.

17. Be careful with abbreviations and emoticons. Again, be mindful of professionalism. This is especially true in mass emails and in your first email exchanges with people.   They may not appreciate all your emoticons as much as you do.  They may not even understand your abbreviations.  How many people actually know what QUE stands for?  Or NNTR?

18. Don’t use read receipts. First, they are annoying. Second, they do not usually work, as people decline them or block the feature altogether.  Third, they communicate a lack of trust.

19. Remember nothing is confidential. On staff, forwarding an email without permission is a breach of confidentiality. Remember though, when you email someone outside of this staff, there isn’t much that keeps them from forwarding it to everyone they know with a couple of keystrokes.  Assume that others, including those you may not want to, will see everything you write.  Along these lines, as a general rule, do not use email to discuss confidential information.

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37 thoughts on “Email Best Practices for a Church Staff”

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  3. If the couple is having issues in their marriage, their mates and household will level to the age disparity as the supply of their troubles and arguments. Dig deeper and make a concerted effort to know your partner’s viewpoint to shut the hole. It’s no enjoyable to be constantly arguing over your partner’s age, so give you a easy and ideally polite response that places an end to the dialog. You could hold differing political views, despise one other’s music, or be unaware of major historical events that affected your partner’s life. Is the particular person you’re relationship “the one”! What’s an appropriate age gap in Asian dating? Is it, nonetheless, culture, genetics, or the surroundings that influences such a choice and is there an excellent age gap? It’s a rare platform that combines decades of experience with contemporary tools, making certain users find their supreme Asian women. By fostering a sense of neighborhood and cultural affinity, Asian online dating platforms empower singles to find partners who understand their distinctive background, household values, and life-style. Despite the fact that among the oldest dating web sites have been round for over 20 years, it doesn’t mean that their design should keep the identical.

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  35. Women from Ukraine can get too emotional. Last week I used to be talking with our buddy Krystyna Trushyna who is the well known blogger and Ukraine Dating skilled from Ukrainian Dating Blog. Dating a Ukrainian lady isn’t about informal flings or shallow connections. Ukrainian girls recognize males who take their role as providers severely. They take time to get to know a person earlier than committing themselves. Krystyna asked if I’d write an article on Tips on how to Succeed within the Ukrainian Dating World and I was happy to contribute based on our own expertise and what we all know works and can more likely result in success when searching for that particular Ukraine lady. This setting can lead to frustration and a sense of disillusionment among users seeking real relationships. She’s happy to let you are taking the lead while excelling in her function as a nurturing and supportive associate. When a Ukrainian girl chooses you, she’s all in. Whether you’re pursuing a demanding career or navigating life’s challenges, she’s your unwavering supporter, at all times standing by your aspect. If you’re trying to this point a Ukrainian woman, visit our reputable international dating web site – Ukraine Brides Agency to begin your on-line relationship journey in the present day!

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  37. Don’t be afraid to strive one thing new or go out on a limb – you never know who you might meet. If you meet a new buddy or skilled acquaintance, do you instantly bombard them with every facet of your persona and beliefs? Research shows that individuals are likely to fall for individuals much like themselves on the subject of issues like relationship history, desire for youngsters, pet preferences, and religion. Research reveals that humor is vital in finding a companion, so inject some lighthearted humor into your courting profile. Highlight your adventurous spirit in your relationship profile. Many on-line dating websites withhold key features from users till they choose to upgrade to a premium account. In some cases, sites look on the gap between users’ solutions and their behaviours. So I began a month-long experiment, analysing the profiles of standard online daters and their behaviour on courting sites. As an optimist, your relationship profile ought to radiate positivity with out being cliché. Why Is a Well-Crafted Online Dating Profile Important? Bear in mind of the growing recognition: Christian courting platforms have gotten increasingly standard across the globe, including in Australia, Canada, and the US.

    Unfortunately, whereas the great recollections are there plenty of the time, we continuously fail to dam out the unhealthy recollections. Almost nothing. It doesn’t say a factor about someone’s interests or whether this is somebody you’d take pleasure in spending numerous time with. Say that you want someone who needs two youngsters, about three years apart and is willing to undergo fertility treatments with you need to pregnancy turn into an issue. Once you have considered all the traits you want in a mate, prioritise them. Supposedly they’d separated very just lately, however he was nonetheless dwelling in their home and she very much thought their relationship was intact. Going to someone’s home on the primary date is a recipe for a nasty experience. Unless you’ve intensive conversations with your online matches earlier than assembly in person, you’re principally going on a blind date with somebody you know very little about. You will have lost someone who was extremely essential and close to you.

    Therefore it’s now frequent to search out labeled online advertisements written by individuals who want to determine a brand new relationship, who are searching for a associate for all times or who just want to search out individuals with their same pursuits and hobbies. Bear in thoughts that you will need many of the options activated, and that some websites may be costly. For critical outcomes be part of a number of sites so you may unfold your efforts out. With Completely Free Dating you possibly can create your account in minutes. 4) Dating is a numbers recreation. While there isn’t any single system for the “good” online dating profile, the examples and tips above showcase how one can tailor your bio to highlight your individuality. Single individuals at present are consistently bombarded with relationship guidelines to comply with, and lots of would say they find it overwhelming. Consequently, courting rules often hinder the courting experience. As a Russian dating rule of thumb, be attentive and be competitive with your comments. ” This rule tries to create scarcity. For social networking websites that incorporate applications and chnlove real or fake providers into the neighborhood, a developer fee can assist generate revenue. For instance, keep away from disclosing your social safety number, deal with or date of delivery in social media bios.

    Decide the lowest variety of factors you will settle for in order to go out on a date with somebody. Rather than saying “somebody who desires kids”, get granular. But being variety is the easiest way to put your self out there ahead of others who are at par with most of what you might have to supply. My mother and father couldn’t have discovered each other that method except something actually, actually bizarre occurred. Criminals and tricksters have been around since the start of time, yet nowadays, their instruments are extra superior than at another time. The Clovis might have overhunted mastodons and mammoths, resulting in both species’ extinction in North America and the eventual extinction of the Clovis. Some could discover it useful in building anticipation, whereas others would possibly view it as an absence of interest or playing video games. Honestly, whereas some dates had been complete duds, I additionally had some majorly inspiring conversations, realized some huge (and much-needed) lessons, and honed in some killer text banter abilities. This course actually offers an in depth understanding of kinship and gender in Philippines. Understanding the most recent traits, such because the nuances of digital etiquette and the significance of clear, trustworthy communication, can considerably enhance how you work together with potential partners.

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