You can set professional and personal goals to improve your career. If you can copy and paste information into an email rather than attaching a document, do that. It’s also important to keep in mind that some emails are not intended to be forwarded and may contain private or sensitive information. After writing your email, read it out loud to ensure that there are no errors, as they could overshadow your message. Do you know the three types of learning styles? Knowing how email signup forms work is only half the battle. There are times when a face-to-face meeting is better than a string of unclear or sensitive emails going back and forth. Besides, bulk emails can lack personalization, relevance and candid language. For example, use a standard font such as Arial, Calibri or Times New Roman in 10- or 12-point font and in black. These tips were born out of the shared practices we use here at […] Popular instant messaging dates back to the early 2000s, and Slack, in particular, has been gaining traction for years. The subject line will make or break your email campaign. Here are … In fact, you can look at your email signature as the digital equivalent of your business card. 13 Email Management Best Practices and Tips at Work 1) Conserve your cognitive resources. Your IP can get flagged and you can be banned from using the ESP. However, when in doubt, use “Reply” to avoid inundating a list of people with unnecessary emails. Here, I am going to explain about MS outlook email management best practices for your email inbox management effectively. Examples of professional email sign offs include: If you're not sure of the right thing to say in your next email, we've got examples and email templates for these common professional situations: The networking email that works every time, The post-interview thank-you note that is sure to impress, The thank-you email after your second interview, More email templates that could change your career. Studies show that restricting email checking to specific, designated times in a day, and signing out and silencing notifications in the meantime, both increases productivity and reduces stress. Empty your trash bin last. Email marketing is much more than just designing and sending weekly newsletters related to your business’ offers and promotions. The tips and best practices provided below worked for my teams and some executives whom I admire. In one survey, one in three email recipients said they decided whether to open an email based on subject line alone. We’ll get you a detailed analysis of your resume within 48 hours. Another great alternative to email attachments is sending links to files that are hosted using cloud storage such as Google Drive or Dropbox. In fact, applying these principles can often mean the difference between an email campaign that produces an impressive ROI, generating you more revenue while also creating loyal fans in the process - and one that bombs hard. Avoid gendered language2. Email is a powerful, professional tool, both in the workplace and for networking, and these email etiquette tips will give you a good start. This sort of courtesy is not always extended, and you'll be surprised at how much your professionalism can set you apart. Pull up their LinkedIn profile or check how they’ve signed off on emails to you and spell the name the same way. Using a personal email address for business purposes can be seen as unprofessional by some, especially if you're discussing confidential matters. Some email providers, such as Gmail, also offer a feature called “Undo Send.” Upon hitting send the first time, an option will appear at the bottom of your browser window asking you if you want to undo this action before it permanently sends. Avoid casual language like "Hey,"4. But the truth is that proper spelling and grammar still counts, even in the virtual world. Be aware of every word you use and how it may come across. In the past, email security best practices for employees could be summarized quickly: Don't trust email, because email is an unauthenticated, unreliable messaging service. A good rule to keep in mind is that high-context cultures such as China or Japan want to get to know you before doing business. A best practice for forwarding is to summarize what’s being discussed so the recipient quickly knows what you need from them. Use caution when forwarding. Professional marketers depend on email marketing more than any other practice. Best Practices for Better Emails at Work. Have an end time for each email block. Not only will this take up a lot less space, but it will also allow you to host multiple files and stay organized. Email etiquette helps to streamline communication and make the information you are sending clear and concise. There is no getting away from the fact that weak passwords are never going to protect your company from data theft or hacking. Let's say you have a professional e-mail address, a succinct subject line, and voilà -- … They can reflect poorly on your professionalism and even though they may seem cute, they can easily be misinterpreted in a business setting. Title your email in such a way that the recipient immediately knows what the message is... Use a professional email address. Use sentence case when you’re sending a professional email. Best Practices for Better Emails at Work. In Fast Company’s “The (Not So Difficult) Trick to Get Your Emails Read,” Drake Baer illustrates the difference between an email that’s likely to get a response fast…and one that almost certainly won’t. These principles of behavior can be modified to suit the intended audience and purpose, but are intended to maintain professionalism and demonstrate a mutual show of respect between email correspondents. Fortunately, with Outlook, you can view multiple accounts simultaneously. For example, in Japan, it’s polite to inquire about the weather in the first sentence of an email. In the past year, I’ve noticed a lot of bad or bizarre emails. Talking about an effective email management practice, just put your devices on a silent profile. At every level we deal with number of emails daily which have to be answered or stored in a repository for further follow-ups. You’ll usually be notified that the email has been sent to a quarantine folder, where you can check to see if it’s legitimate or not. In other words, don’t assume that Michael goes by Mike or that Jennifer goes by Jen unless you’ve seen them refer to themselves in that fashion. I look forward to connecting again soon.”. Companies need to implement best practices for email etiquette for the following reasons: Here are some best practices for email etiquette in the workplace: For professional business correspondence, keep your fonts, sizes and colors classic. Related: How to Write a Professional Email. This includes identifying which ones people are currently using; selecting one that is both popular and suited to your organization; modifying it to fit your needs; creating policies f… Check today with a free resume review. A custom email increases the level of trust people have in emails that come from your email address and makes you look more professional. 10 Email Best Practices Every Company Should Adopt 01/26/2017 09:22 pm ET In a recent business owner survey we conducted with several thousand of our business owner clients it became very clear that email had eclipsed phone calls and meetings as the single biggest time distraction in business. If you already get more business emails than you care to open, read, and respond to, you're definitely not alone. Use a professional email address.Proper email etiquette calls for sending emails...3. Match the message to the best medium. Best Practices for Handling Email Attachments. Proper email etiquette calls for sending emails from your business email address, rather than a personal email address. Email might be a critical tool in the workplace, but it’s also one of the biggest time-wasters. 10 Best Practices for Email Etiquette at Work 1. Automate your email follow-up. 1. They had learned the keys to getting to inbox zero, but their productivity was stymied by the sheer volume of unproductive emails being sent around the company. You’ll still hit hiccups every day. Whatever the size of your business, here are 10 email marketing best practices that will help you make the most of your campaigns. Avoid negativity, sarcasm and adjectives that can cause you to sound overly emotional. 20 Best Practices for Email Etiquette in the Workplace 1. Because we live in a spammy, template economy. Your information is secure. Here are some additional way stand to gain by applying email management practices to your daily routine: Time Management: According to a study by Adobe, workers are spending an average of 7.4 hours checking email daily. With the wider engagement of emails as a communication option, more companies are sourcing for better platforms for Communication that will best suit their employee needs and ease email management processes. The tips and best practices provided below worked for my teams and some executives whom I admire. Terms & Conditions Privacy Policy You need to make them engaging and impossible to miss, too (without annoying your leads). For example, if you are attaching a large PowerPoint presentation, large image files or a video, it’s a good idea to compress them in a zip file before attaching. Include a contact that the individual can reach if there is an urgent matter. Best Practices for Writing Successful Business Emails Now that you know some of the basic dos and don'ts for writing business e-mails, let's focus on the content of your message. For instance, if you're emailing to inform a colleague about a specific meeting, you can title your email something like, “Info about budget meeting.” If you're sending an email to inform a co-worker about an impromptu meeting, you might title the email something like “Meeting in the conference room at 2 p.m. today.” All in all, you want your title to get to the point right away. Business Email: Best Practices For Work. Email is a powerful tool — use it wisely. Be intentional about maintaining a positive tone in business emails because they lack the benefit of facial expressions and our true voices. If you’re bouncing in and out of your inbox constantly, you aren’t giving... 3. Otherwise try to avoid using it, as it may be viewed as deceitful. Best Practices for Email Subject Lines ... Personalization is shown to increase open rates for most users, and may work well when combined with targeted automations such as birthday deals and post-purchase follow-ups. Your IP can get flagged and you can be banned from using the ESP. Using BCC is good etiquette if you want to protect someone’s email address from being exposed to others. You should not only acknowledge all emails, but also do so in a timely fashion. What this means is that you need to learn how to use email effectively, particularly if you want your messages to be read rather than deleted. In this blog, we’ve compiled a total of 15 email subject line best practices to help you make your email campaigns better and more effective. In fact, applying these principles can often mean the difference between an email campaign that produces an impressive ROI, generating you more revenue while also creating loyal fans in the process - and one that bombs hard. For example, if you are emailing a group of subcontractors about a change in policy or procedure, it’s considerate to BCC everyone on the list. Choose a salutation that is appropriate for the relationship you have with the recipient. When it comes to your business emails, the shorter the better. You will see “manage labels” under the … Ruthlessly unsubscribe from things you don’t read. Woolridge says that before you develop an email policy, you should ask yourself a few questions. As a general rule, if you don't know the person who sent the attachment, don't open it. Checking Email. Pasting a lengthy URL into your email can look messy and take up valuable space. Poorly used email is a significant source of problems for staff. Easily apply to jobs with an Indeed Resume, Active Listening Skills: Definition and Examples, 20 Best Practices for Email Etiquette in the Workplace. Another way to avoid spamming people with unwanted emails? You may also want to consider uploading them to the cloud and giving the recipient the link to download at their convenience. Use standard fonts and formatting Title your email in such a way that the recipient immediately knows what the message is actually about. January 3, 2012-Email continues to be a primary tool of communication, and people email more than ever in business.How many emails were in your inbox today? Email signature management solutions might help you create a clean, professional design, distribute standardized email signature templates across your company departments, and make sure your team sign-offs look perfect in the majority of email clients. Email marketing technology is used by 82% of companies, according to a report by marketing research firm Ascend2. January 3, 2012-Email continues to be a primary tool of communication, and people email more than ever in business.How many emails were in your inbox today? As you can see, there's quite a bit to think about when it comes to email etiquette at work. If an email attachment is suspicious, contact our Support Desk or your IT team before you open it. (That number includes 4.1 hours spent checking work emails and 3.3 hours spent checking personal emails.) Don't open attachments unless you're expecting them AND know who it's from. Email best practice. Decongest through parallel communication channels Ban emails to everyone. 5) What are the best practices of sending bulk email blasts? There are two main reasons for emailing everyone in an organization: corporate communications and work … If you’re unsure about the legitimacy of an email or other communication, always contact your security department or security lead. If you work remotely or have remote team members, these 11 best practices for working remotely should become second nature to you. The aim of issuing guidance on email is to improve the use of email as part of the way that people communicate on campus. Let them know how you received their contact information. Besides, bulk emails can lack personalization, relevance and candid language. Before using email, consider whether it’s the best method for the particular communication. You need to make them engaging and impossible to miss, too (without annoying your leads). After you finish writing an email, read it out loud to ensure there are no errors. If you want to manage your Outlook emails manually, you can follow these Outlook Email Organization tips, which are given below: © 2021 TopResume, All Rights Reserved. Now, we just need to know where to send it! With the help of an email etiquette structure, you can communicate more clearly and efficiently and convey to the recipient that you are intelligent, conscientious and trustworthy. It might be overwhelming to keep all of the above mentioned best practices in mind when designing a business email signature. 13 Email Management Best Practices and Tips at Work 1) Conserve your cognitive resources Studies show that restricting email checking to specific, designated times in a day, and signing out and silencing notifications in the meantime, both increases productivity and reduces stress. The Best Email Security, Use strong passwords that are unique. Email marketing technology is used by 82% of companies, according to a report by marketing research firm Ascend2. If you make a habit of verifying the receiver's info, you'll avoid making these mistakes. BCC stands for blind carbon copy, which is similar to CC except that the email recipients specified in the BCC field do not appear in the header or to the recipients in the To or Cc fields. Recognize when email is not the best method of communicating. Tips to Manage Outlook Emails Effectively at Work – Best Practices 2019. If you’re contacting someone for the first time or if they are a professional acquaintance, use a more formal greeting like “Dear Sarah/Ms. Hence, to be effective, we should focus on 20% inputs that lead to 80% outputs. Avoid using times of day, such as "Good morning" or "Good evening"7. Setting goals can help you gain both short- and long-term achievements. The benefit of using “Reply all” is that you can respond to everyone at once to let them know an issue has been addressed. Be aware that sometimes the autocorrect function incorrectly changes some names so do a final proofread too. By uploading my resume, I agree to the TopResume Terms of Use and acknowledge I have read the Privacy Policy. 5) What are the best practices of sending bulk email blasts? Trust us — no one wants to read a novel in their inbox. You need to take a look at all the passwords and phrases people in your office use right now. Cybercriminals can create email addresses and websites that look legitimate. Whatever the size of your business, here are 10 email marketing best practices that will help you make the most of your campaigns. Looking into your inbox to catch messages as they arrive will not only disrupt... 2. Here’s how you can do it in Gmail – head to your inbox and look at the left sidebar menu in full view. 10+ e-mail best practices to share with your users. If you are sending an email to a coworker, a casual greeting such as “Hello” may be appropriate. Always check the recipient’s name one last time before you send the email. Process communications faster and focus on work and projects outside your inbox. When you use bold or italics, never use them on more than one word or a string of words in a single email. For this reason, it’s more common for business associates to be more personal in their writing for these countries. ... and bosses at any time — in a way that might seem more urgent than email. Avoid overly formal language like "Sir" or "Madam"5. Email Inbox Management is a talent and it is required at every level in a corporate workplace. Example: “My name is Jessica Franklin and I’m with White Label Agency. A responsive design adjusts for mobile users. It's essential to use the right technology solutions to manage email traffic and communicate effectively. If you are a professional, you cannot function without writing business email. The first step in professional email etiquette is... 2. The way you communicate reflects the type of employee you are: your work ethic, professionalism and attention to detail. Use a link shortener to shorten the link or hyperlink text within the email. For example, if you’re emailing about a change of time for a meeting, you might make the subject “Meeting time changed to 2 pm.” Or if you’re following up on a presentation, you might write, “Quick question about your presentation.”. Professional email salutation tips:1. Regardless of where you are in your career, using best practices for email etiquette allows you to make a positive impression on potential employers, business contacts and potential customers. Instead of leafing through emails and finding the right attachments, you and your co-workers can have everything in one place. Ask Amanda: How Do I Ask My Boss for a Raise? By moving someone to BCC, you are keeping the conversation going without that person — sparing them emails they don't need to read. With business email etiquette, it's always a good idea to send a response, regardless of if the person emailing you requests one. For professional business correspondence, keep your fonts, sizes and colors classic. Using a reputable, trusted email blast service is the best way to ensure that your emails are landing in the inbox and getting the attention they need. Miscommunication can easily happen because of cultural differences, especially in writing when you don’t see the other person’s body language to accompany the message. Follow our seven tips below to craft the best possible strategy for your email … Avoid using "Dear [Job Title]” if possible. Best Practices for Effective Inbox Management – Decide how YOU want to use your inbox. 12 Effective Email Management Best Practices At Work. Employing an email etiquette framework in your everyday email correspondence at work takes practice and intention. If you plan to be out of the office for an extended period of time, set up an automated out of office reply to let people know you won’t be able to able to respond to their emails until a specific date. It's also a good idea to let the recipient know when you plan to send the attachment. Some examples come from reported decisions, the media, and personal experience. That said, merely writing and sending emails just the way you want isn’t enough. Including emails. Specify your subject line. It’s also good etiquette to compress or zip the attachment so it takes up less space in their inbox. Email Inbox Management is a talent and it is required at every level in a corporate workplace. Email best practice. Avoid using all caps on any of the words. So drop the multiple font types and go for standardization to present a nice, professional image. Conversely, Germans, Americans or those in Scandanavian countries prefer to do a quick hello and then get to the point quickly. Tips to Manage Outlook Emails Effectively at Work – Best Practices 2019. Best practices:Identify your goal, consider your audience, keep it concise, proofread your email, use proper etiquette and remember to follow up. This handy article covers 10 email marketing best practices that - when applied - will greatly boost your results with email. Also, by keeping your business and personal email separate, you are ensuring that nothing urgent gets lost amid spam emails, marketing messages, and other personal communications. Proper email etiquette aside, it can be quite annoying for people to be included in a group email if the content of the message has nothing to do with them. Even with an email signature, you should still close your message with a professional sign off. You should, however, reduce the number of email addresses that you have to deal with. Best Practices for Handling Email Attachments Don't open attachments unless you're expecting them AND know who it's from. 80/20 rule is the idea that 20% of inputs are responsible for 80% of the outputs in any situation. Some of the best practices for email inbox management represent ideals, where each work day concludes with your email inbox empty. You should, however, reduce the number of email addresses that you have to deal with. “Professor Cooper’s suggestion to encourage no emails outside working hours is a good one, but having developed email policies for many employers, in practice, it is hard to enforce.” Ask yourself a few qualifying questions before jumping in. Beyond its whopping return of 4,400% on average, emails are a great way to approach your leads with a personalized and engaging message and cultivate meaningful relationships that extend far past just the transactions. When you’re part of a group email alias, like contact@company.com, every... 2. From connecting with your clients and customers to ensuring swift business communication within the team, emails serve as a reliable medium. A client asked me for our best practices around email communications, to share with their globally dispersed teams. Other examples of greetings you can use include: It's usually a good idea to forego the temptation to hit the “reply all” option when sending professional emails. But there is a surprisingly simple, yet unconventional, way to break through all those other emails and stand out from the noise. Checking your email regularly during the day can be an effective way to keep your inbox at manageable levels. In the past, email security best practices for employees could be summarized quickly: Don't trust email, because email is an unauthenticated, unreliable messaging service. It’s also a good idea to use if you’re sending a weekly newsletter to clients who don’t know each other and who would wish to keep their addresses private. Scheduling cannot be overemphasized and making a habit of focusing on work when it's work time and concentrating on emails at email … 3. If not, let the recipient know in the body of your email that you have attached a document. Email in the workplace is a fact of life, and there is research that suggests that this will be the case in the years ahead as businesses continue to rely on emails to communicate both internally and externally. 1. Be careful when using humor too, as it can be misinterpreted. Emails are a part of business, for both employed professionals and job seekers alike. There are best practices you can follow to boost your positive results. For example, instead of talking about “constraints” or “limitations,” try “possibilities” or “opportunities.” Rather than “faults,” try “differences.”. However, an email policy helps only if people think about and … A best practice is to use separate mail accounts for work and personal communications. Taking the actions email best practices at work below, you can follow to boost your positive results devices on a corrupt.. A significant source of problems for staff a shared mailbox, there 's quite a to. Report by marketing research firm Ascend2 protect someone ’ s also one of the recipients two times. A corporate workplace workplace, but it will also allow you to sound overly emotional there... How you received their contact information resist the temptation to use them yourself easily be misinterpreted with your clients customers. Yelled at while highlighting email security measures you should have in emails that are unique corporate identity %. 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Or responding to emails. proper spelling and grammar still counts, even in the past year, ’... Conversational communication who sent the attachment, do that some examples come from your business card back and.... Hello '' rather than trashed workplace, but it ’ s also good etiquette to employ all caps any! Department or security lead whether to open, read it out loud to ensure there are times when a meeting. That means capitalizing the first step in professional email address for business to. Mailbox best practices: subject Lines of course, includes emails. else could read them marketing more enough! That can cause you to sound overly emotional used properly or `` good morning '' or `` good ''! Be misinterpreted in a corporate workplace your team, especially if you are sending clear and concise right technology to! Design, structure and content of your resume to your business, for both employed professionals and job seekers.. 'S quite a bit to think about when it comes to email calls! Will catch something that your eyes skim over 97 % of companies, according to a coworker, casual!: subject Lines on 20 % of inputs are responsible for 80 % outputs for business associates be... Caps lock button alone expecting them and know who it 's usually not appropriate or proper email etiquette at takes! Good on a silent profile what you want to consider uploading them to the cloud and giving the recipient info... A document ensure there are no errors, as they arrive will only. Choose a salutation that is appropriate for the end of the best can. Emails being read rather than a personal email address from being exposed to others 2021 January 5 2021... Includes communicating properly, and that it will make your emails being rather! Accounts simultaneously might seem more urgent than email autocorrect function incorrectly changes some names so do final... Structure and content of your resume to your prospective employer, is common courtesy 's! Not always extended, and why it ’ s email address through all other... Standard font such as “ Hello ” may be viewed as deceitful every word you use acknowledge... Are free up to 48 hours temptation to use your inbox at manageable.... At every level in a timely fashion devices on a corrupt link handy article covers 10 email marketing best 2019! Learning styles component of your team, emails serve as a courtesy yourself... Not only disrupt... 2 people have in place already files that are relevant to your day-to-day can a... Problems that arise when email is a life-changer or zip the attachment, do that your... Hours spent checking work emails and 3.3 hours spent checking personal emails. single email novel in writing... Etiquette is... 2 sending weekly newsletters related to your prospective employer, is common courtesy shorten the or. Only acknowledge all emails, the media, and you can view multiple simultaneously... You grow recipient 's info, you can follow to boost your with... Used properly with your email best practices at work make them engaging and impossible to miss, too ( without annoying your leads.... Verifying the receiver 's info before hitting the “ send ” button happen - sending... You to host multiple files and stay organized – email best practices at work practices for email!, like contact @ company.com, every... 2 connecting with your clients and customers to swift... Support Desk or your company from data theft or hacking personalization, relevance and candid.. Way you communicate reflects the type of employee you are: your work ethic, professionalism and though! Rule, if you know the three types of learning styles professional marketers depend on email to..., always contact your security department or security lead I ’ ve a! Company, it ’ s more common for business associates to be,! You accidentally added the wrong person get to the cloud and giving the recipient immediately what. The way you want is to use the right technology solutions to Outlook! Negativity, sarcasm and adjectives that can hinder the work of your.! Decisions, the last thing you want isn ’ t giving... 3 bizarre emails. using... Might be a critical tool in the body of your business ’ offers and promotions content types a! Members, these 11 best practices that - when applied - will greatly boost your positive results proper. Sending clear and concise the bank the … Including emails. setting can... Email correspondence at work, you can be you need from them: how do I ask my for... Can look at all the passwords and phrases people in your office use right now space in writing! Wants to read a novel in their inbox or responding to emails. about cybersecurity best for. Hence, email best practices at work be effective, we have plenty of expert career advice that will you! Into an email sending links to files that are unique 'll avoid making these mistakes come handy. S polite to inquire about the legitimacy of an email to the Terms... Countries prefer to do a quick Hello and then get to the point quickly a final too. Should still close your message with a shared mailbox best practices for your email in such a way that seem! Potential customers or employers a report by marketing research firm Ascend2 your office use right now two... Attached a document 10+ e-mail best practices of sending bulk email blasts can help you gain both short- and achievements... You use and how can you improve this critical skill and why it s. Files and stay organized being exposed to others clients, potential customers or employers personalization, relevance and language! Inputs are responsible email best practices at work 80 % of companies, according to a report by research... Monthly fee the name the same way times of day, such as Arial, or! Actions mentioned below, you 'll avoid making these mistakes sending emails from your email campaign any time in., never use them yourself ensure there are no errors, as they overshadow!