Use Proper Email Netiquette to Avoid Wasting Others’ Time
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Be sparing with group mail. Send group mail only when it’s useful to all recipients. Use the “reply-to-all” button only when compiling results requiring collective input. Use the subject field to indicate contents and priority. Use the subject field to give a quick summary of the contents and the priority. Don’t just say, “Hi!” or “From Laura.” Agree on acronyms to use that quickly identify actions. For example, your team could use to mean “Action Required” or for the Monthly Status Report. It’s also a good practice to include the word “Long” in the subject header so the recipient knows the message will take time to read. A message over 100 lines is generally considered long. Instead of sending a one-line text message to a Blackberry, send the message in the subject line, using to signal the End of Message. The recipient doesn’t have to even open the email to get the message.
Don’t send chain letters, virus warnings, or junk mail. Always check a reputable antivirus website before sending out an alarm. If a constant stream of jokes from a friend annoys you, be honest and ask to be removed from the list. Remind them it’s nothing personal, but you have more email than you can handle. Alternatively, you can set up a personal account at home and direct non-work email to it. Remember that your tone can’t be heard in an email. Have you ever attempted sarcasm in an email, and the recipient took it the wrong way? Email communication is missing facial expressions, vocal tone, volume, and body language, and it can’t convey the nuances of verbal communication. In an attempt to infer tone of voice, some people use “smileys” such as :-) , but use them sparingly so you don’t appear unprofessional. Also, don’t assume that using a smiley will make the recipient happy with what you say or wipe out an otherwise insulting comment.
Use a signature with a website link. Make things easy for the recipient. To ensure that people know who you are, include a line or two at the end of your message with your contact information. Always include your complete mailing address, website, and phone numbers. Don’t make it obnoxiously long with a page of information for people to wade through; put most of that on your website. You can create this file ahead of time and add it to the end of your messages as a signature line (some programs do this automatically).
Include portions of the original email in your response. Scroll through ten pages of correspondence to understand the point of a message or question can be annoying. Instead of continuing to forward a forwarded message, take a minute to write a quick summary for your reader. You could even highlight or quote the relevant and specific passage, then include your response. One word of caution: if you are forwarding or reposting a message you’ve received, do not change the wording, which is lying. If the message was a personal message to you and you want to re-post it to a group, you should ask permission first. You may shorten the message and quote only relevant parts, but be sure you give proper attribution.
Use the suggestions above as points of discussion with those in your department or team and create your own list of email protocol.
Make it a productive day! ™
About The Author
(C) Copyright 2004 Laura Stack, MBA, CSP. All rights
reserved. Portions of this newsletter may be reprinted in your organization
or association newsletter, provided the following credit line is present:
"Laura M. Stack, MBA, CSP, is "The Productivity Pro"® and the author of
Leave the Office Earlier. She presents keynotes and seminars on time
management, information overload, and personal productivity. Contact her at
303-471-7401 or Laura@TheProductivityPro.com."
TheProductivityPro.com
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Use Proper Email Netiquette to Avoid Wasting Others’ Time
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