Judd Spitzer

Category: Communication

  • Email Etiquette: It’s Not Just Texting

    Email Etiquette: It’s Not Just Texting

    If you’re like most of us, you probably receive dozens—if not hundreds—of emails every day. Many of these are likely junk: preformatted messages filled with HTML, advertisements, or newsletters. But when it comes to workplace emails, they take on a completely different level of importance. Emails aren’t just messages—they’re official communications that represent both you and your company.

    Emails Are Not Text Messages

    One common mistake people make is treating emails like text messages. Unlike texts, which are often casual, short-lived, and rarely forwarded, emails have a broader reach and a more permanent lifespan. Emails are searchable, often archived, and can easily be forwarded to others—including customers, leadership, or external stakeholders.

    Remember: Your email is an extension of your professional identity.

    When sending emails, avoid being overly casual or writing one-line messages like “Hey” or “You don’t get it.” These kinds of messages fail to recognize the professional nature of email communication and the potential audience beyond the initial recipient. Texting may suffice for quick, informal exchanges, but email demands clarity, formality, and attention to detail.

    Professional Tone and Structure Matter

    Emails to groups—especially those that include customers or leadership—should begin with a polite and professional greeting. Avoid overly casual openings like “Hey” or “How’s it going?” Instead, use simple, neutral greetings such as:

    • “Hello [Team/Colleagues/Everyone],”

    • “Good morning,”

    • Or address specific individuals directly, such as “Dear [Name(s)]”.

    While informality may have its place in certain contexts, it’s important to remember that written communication often endures long after the original conversation. Emails may be reviewed, referenced, or forwarded months or even years later. Starting your email with professionalism sets the tone for the rest of your message.

    Keep It Clear and Actionable

    The best emails are concise and actionable. Here are a few tips to keep your communication clear and effective:

    1. State the purpose upfront:

    • Begin with a subject line that summarizes the email’s content (e.g., “Request for Approval: [Project Name]” or “Follow-Up on [Meeting Name]”).

    • Open the email by explaining its purpose. For instance: “I’m reaching out to request approval for…” or “This email is to provide updates on…”.

    2. Organize content for clarity:

    • If you’re addressing multiple people with different action items, clearly separate their sections. For example:

    • [Name 1]:

    • Action item or information specific to them.

    • [Name 2]:

    • Their action item or relevant details.

    • This structure ensures each recipient knows what pertains to them and reduces confusion.

    3. Avoid unnecessary gendered language:

    • Avoid greetings like “Gentlemen” or “Team Members” if they might exclude or alienate individuals. Instead, use neutral options like “Hello everyone” or simply “Hello.” This small adjustment can make your emails more inclusive and professional.

    Leverage AI for Polishing

    In today’s world, tools like ChatGPT, Gemini, Grammarly, and others make it easier than ever to write polished and professional emails. These tools can help:

    • Improve tone and grammar.

    • Clarify the message.

    • Eliminate unintentional mistakes or harsh language.

    For example, you can draft your thoughts—whether they’re critical, emotional, or overly detailed—and then refine the message with AI to ensure it aligns with your professional standards. These tools allow you to retain your personal style while ensuring the email reflects well on both you and your company.

    Pro Tip: An AI-polished email is not only clearer but also helps you maintain professionalism, even in challenging situations.

    Your Email Is Your Legacy

    In a digital age where emails are often archived, searchable, and shared, they can become part of your professional legacy. Each email you send contributes to how others perceive your communication skills, attention to detail, and professionalism.

    That doesn’t mean you have to sacrifice your personal touch. Custom signatures, thoughtful closings, and a distinct writing style are still entirely appropriate. But as emails increasingly outlive their senders, it’s worth investing the time to ensure they’re polished and professional.

    Final Thoughts

    Emails are far more than a quick exchange of information; they’re official records and reflections of your professional identity. By maintaining a professional tone, structuring your emails for clarity, and leveraging tools to improve quality, you’ll ensure that your communications leave a positive impression.

    Your legacy in the workplace could very well live on through your emails—so make them good ones.

    Key Tips for Email Etiquette:

    1. Avoid casual, text-like language in emails.

    2. Use neutral and inclusive greetings.

    3. Organize emails with clear structure and actionable points.

    4. Leverage AI tools to refine tone and grammar.

    5. Treat every email as a reflection of your professionalism and your company.

    Write emails that bring honor to yourself and your organization—you never know how far they’ll go or how long they’ll last.

  • Delivering News: The Art of Effective Communication

    Delivering News: The Art of Effective Communication

    Delivering News: The Art of Effective Communication

    Have you ever received an announcement that there’s going to be a big meeting, and you spend the next few hours—or even days—speculating what the news might be? This is a common scenario in the workplace, and it underscores an essential truth: communication is the cornerstone of effective leadership. Whether delivering good news, bad news, or routine updates, leaders must approach these tasks with intention, transparency, and professionalism.

    Types of Communication: Policy and Ownership

    Leaders are often tasked with communicating decisions or policies from senior leadership. These messages may include organizational changes, new policies, or routine updates. Some of these are positive, like bonuses or new opportunities, while others may be unpopular, such as scheduling changes or layoffs.

    One critical aspect of delivering news is understanding ownership. People often know whether a policy originates with their immediate supervisor or senior leadership. While some argue that employees shouldn’t differentiate between the two, ambiguity can breed distrust. Effective leaders own the decisions they communicate, regardless of personal agreement. They accept responsibility and work to implement those decisions while maintaining their team’s trust.

    “Good leaders take responsibility for policies and decisions they communicate—good or bad.”

    Timing is Everything

    When delivering news, the timing and setting of the communication matter significantly. Should you schedule the meeting in the morning to give employees time to process the information? Or do you wait until the end of the day to limit immediate reactions? Timing can influence how the message is received and what kind of follow-up occurs.

    Consider the example of my retirement announcement this year. I had to carefully plan when and how to share this news. First, I informed management so they could prepare for the transition. Together, we decided to announce my retirement to the team at the beginning of the week rather than at the end. This approach allowed time for questions, discussions, and the handover of responsibilities.

    Timing your message thoughtfully shows respect for your team and enables smoother transitions, whether you’re delivering bad news or sharing exciting opportunities.

    Owning the Weather: Tone and Transparency

    A former boss of mine often said, “You bring the weather.” I found this concept fascinating. The idea is that your attitude and delivery significantly impact how a message is received. Leaders set the tone when they share news. If you go into a meeting and say something like, “I don’t agree with this policy, but we have to do it,” you risk undermining both the policy and your authority.

    While it’s essential to support the company’s decisions, employees can often tell when a policy is unpopular. Acknowledging the difficulties while maintaining a professional stance can strike the right balance. For example:

    • Undermining approach: “I don’t like this decision, but senior leadership is making us comply.”

    • Professional approach: “I know this change may create challenges, but here’s why it’s happening and how we’ll navigate it as a team.”

    Employees respect transparency and fairness. They can discern when their manager didn’t personally choose the policy but still supports it as part of the broader organizational goals. A good leader builds trust by communicating honestly while reinforcing the importance of alignment with company objectives.

    Be in the Room Where It Happens

    Effective leadership requires presence. Leaders need to be visible, engaged, and informed. As famously emphasized in the musical Hamilton, “I wanna be in the room where it happens.” Employees want to know their leader is part of the decision-making process—or at least present when critical decisions are discussed.

    When leaders bring back firsthand information from these “rooms,” it lends credibility to their leadership. Attending key meetings and relaying decisions to the team demonstrates involvement and commitment. Employees are more likely to trust and support a leader who actively participates in organizational processes.

    Conclusion: The Cornerstone of Leadership

    Delivering news—whether it’s in a meeting, an email, or another format—is a regular and often challenging part of leadership. Great leaders understand that communication is about more than just relaying information; it’s about setting the tone, showing ownership, and earning trust.

    By approaching these moments with transparency, thoughtful timing, and professionalism, leaders create an environment where employees feel informed, valued, and supported. Open communication fosters strong teams, and strong teams support their leaders—even through difficult decisions.

    So, show up, deliver the news with integrity, and embrace communication as the cornerstone of your leadership journey. Your team will thank you for it.

    Key Takeaways:

    1. Own the message: Avoid ambiguity and take responsibility for the news, good or bad.

    2. Timing matters: Deliver news thoughtfully to give employees time to process and respond.

    3. Set the tone: Your attitude shapes how the message is received. Bring clarity and professionalism.

    4. Be present: Engage in decision-making processes and bring back firsthand information.

    By mastering the art of delivering news, you demonstrate leadership that earns trust, builds teams, and drives success.

  • New Employees – Setting Expectations

    New Employees – Setting Expectations

    So, you’ve gone through the interview process, found the right candidate, and hired a new employee. Now it’s their first day—what steps do you take to ensure they understand your expectations?

    Over the past year, I’ve had the privilege of hiring three employees. I’ve found that setting expectations can vary significantly depending on whether the new hire is an internal candidate or coming from outside the organization.

    Understanding the Role of a Manager

    Let’s address something I hear all too often: “These are my employees.” While I understand the sentiment, I dislike this phrasing. We don’t own people. Instead, as managers, we have the privilege of working with and supporting them for a period of time. Eventually, someone else will have the same privilege.

    Being a manager is an important responsibility, but it’s about providing guidance and oversight—not control. Unfortunately, I’ve seen a tendency, especially in the Navy and private industry, for leaders to reduce people to “resources.” This mindset dehumanizes employees and undermines the importance of creating a positive workplace culture.

    A key part of setting expectations is defining how you envision your workplace and understanding how your actions shape that vision.

    The First Step: Communicating Core Values

    When onboarding a new employee, the first conversation should focus on your organization’s core values. For example, in the Navy, our values are Honor, Courage, and Commitment:

    • Honor: Do the right thing, even when it’s difficult.

    • Courage: Speak up and take accountability.

    • Commitment: Stay dedicated to the mission every day.

    Core values provide a framework for behavior and decision-making. Encourage your employees to embrace these principles and assure them that your role is to help them succeed.

    Upside-Down Leadership

    I firmly believe in the concept of upside-down leadership. As a manager, your role is to work hard for your employees so they can, in turn, excel in their roles. Once employees understand that you are there to support them, they are far more likely to work hard for you.

    Remember, you aren’t some distant figure in an office thousands of miles away. Your team sees you, interacts with you, and evaluates your actions daily. Setting the right tone and leading by example are critical to building trust.

    Practical Steps for Setting Expectations

    Setting expectations involves more than just words. Here are some actionable steps to ensure your new hire starts on the right foot:

    1. Provide Policies and Procedures: Share the key documents and guidelines they’ll need to succeed on their first day.

    2. Offer Thorough Training: Equip them with the knowledge and tools they need to navigate their new role.

    3. Demonstrate Consistency: Be fair and consistent in how you treat all employees. A new hire will quickly pick up on any inconsistencies or tension within the team, which can make onboarding more challenging.

    The Impact of Gossip

    It’s natural for employees to discuss their managers—it’s part of workplace dynamics. As a manager, you must accept that not everyone will agree with your decisions, and sometimes you’ll take the blame for unpopular policies handed down from senior leadership.

    However, consistency and transparency go a long way in mitigating the impact of gossip. If your existing team respects you and trusts your leadership, a new hire will be more likely to follow suit.

    Building a Support System

    A great way to ease a new employee’s transition is to assign them a buddy—someone who understands company policies, culture, and processes. This person can provide guidance, answer questions, and ensure nothing important slips through the cracks.

    Checking in regularly with your new hire also helps. Daily touchpoints, especially during their first few weeks, show that you care about their success and are invested in their growth.

    Helping New Hires Navigate the Workplace

    Starting a new job, particularly in an unfamiliar industry, can be overwhelming. The company culture, expectations, and processes may feel like a whole new world. Take the time to reassure your new hire that you’re there to support them. By fostering an environment where they feel valued and empowered, you set them up for success—and help your team thrive.