Vincent AcelingBefore sending out that e-mail, consider this...
August 5th 2008 19:59
E-mail is now more than ever, one of the most preferred methods of communication among people… particularly in the workplace. It’s almost certain that someone would rather spend five minutes typing a message than pick up a phone for a more direct, personal exchange.
Why? Maybe because e-mail feels safe. It serves as a superficial buffer between you and the next person. It also gives one a sometimes false feeling of accomplishment. “I just sent a message to Jack, now the ball is in his court”. With that said, it can also serve as a CYA vehicle. For those not “in the know”, CYA stands for “Cover Your @$$”. For example, “What did you mean I didn’t tell you about the shift in deadline… I e-mailed you about it two months ago…”
In any case, e-mail has become an important part of most workplaces. Employees communicate with each other, with clients, and with managers using e-mail everyday. But that doesn't mean that everyone uses e-mail in the best way possible.
Here are 10 tips for using e-mail at work:
1) Be aware of your company's e-mail guidelines. Check out your company's e-mail code of conduct policy to avoid violation. Some common rules may exist for personal e-mails, attachments, use of firm-wide distribution lists, restriction on jokes and chain mails, as well as guidelines on acceptable language.
2) Make messages short and to the point. Avoid verbosity. Emphasize importance!
4) Reply to messages as quickly as possible. One important thing to remember is that you treat those as you would want them to treat you. If a message requires immediate attention, be considerate and provide an immediate response, or at least acknowledge receipt and set a target date to reconvene.
5) Remember that your work e-mail is most likely monitored. Save e-mails of extreme personal or casual nature for your personal e-mail accounts. It is okay to use communicate with your friends and family through e-mail, but make sure that anything that is communicated does not violate company policy or cause you embarrassment or even your job.
6) Never perpetuate chain letters by passing them on to others. Chain letters not only are direct violation of most company e-mails, but they tend to be a nuisance to recipients and provide misleading or hoax information that have no benefit whatsoever.
7) Watch your tone! Tone is a very difficult thing to determine through e-mail. It is best to read e-mails to yourself before sending, and it never hurts to use the words, "please, thank you, kindly, etc.", to soften up any message.
8) Never use ALL CAPITAL letters, unless you are using an acronym, initials, or intentionally emphasizing something. Capital letters tend to simulate YELLING!
9) Review for errors and spell-check! There is actually a good reason why spell-check is a feature on e-mails. You wouldn't want to seem ignorant or lazy when sending an e-mail to your colleagues or a superior. Also make sure to check formats and any attachments, to ensure that the e-mail displays correctly and executes any applications (e.g. Excel, Word, PowerPoint) seamlessly.
10) Finally, do not use e-mail as a substitute for more personal forms of interaction. It is always best to discuss critical matters face to face to build trust and relationships. In terms of building relationships, e-mail is a poor avenue as it is meant to be a quick communication medium.
| 46 |
| Vote |
Comment by Clint Emry
Strategy and Solutions
After all, there is no body language or facial expressions in an email.
Comment by metrodreams