EMAIL . . . COOL OR CURSE
Monday August 9, 2010
Email has revolutionized the way we work. Email can be terrifically efficient. It allows us to communicate quickly, send each other documents, work offsite, work in teams that are geographically dispersed, and document negotiations and decisions, all at electronic speed.
However, email also has its dark side. Every email message creates an electronic record . . . in effect, a document that a company might have to hand over in a lawsuit. In addition, the apparent informality of email encourages behaviour that people might not engage in face to face, like "flaming" circulating inappropriate jokes, or sharing confidential information. Also, the speed and virtually of email also makes it easier to commit all manner of workplace misconduct, from harassment to trade secret theft.
We thought we would share with you some thoughts on good use of email:
Always spell-check or proof read your email messages. Email is official Company correspondence. Spelling errors in emails are too common, and they look sloppy and unprofessional.
Use lowercase and capital letters in the same way that you would a letter. Using all capital letters in the email is equivalent of shouting at someone.
Remember your audience. Although email encourages informal communication, that might not be the most appropriate style to use if you are addressing the CEO of an important Customer.
Don’t use email for confidential matters. Remember the unintended recipient. Your email might be forwarded to someone you didn’t anticipate or it might be sitting at a printer for others to see. If you need to have a confidential discussion, do it in person or over the phone.
Send messages sparingly. There is rarely a need to copy everyone you can think of on an email. Carefully consider who really needs to see the message, and address it accordingly. Senior people get very frustrated when they have hundreds of copies from people who are only trying to let them know they are working!
Always think before you send. Resist the urge to respond in anger, to "flame" your recipient, or to get emotional. Although email gives you the opportunity to respond immediately, you don’t have to take it.
Don’t leave the subject line blank. Always include a brief description, so readers know what your email is about at a glance. This makes it easier for all of us to manage our email . . and makes it more likely that you will receive a response to your message.
Don’t overuse the "urgent" tag. Mark a message as urgent only if it is truly important and must be answered right away.
If your company would like a copy of a very good email policy statement, we have one and would be very happy to send it to you. Just email colin@bbap.co.nz using the netiquette set above (just joking) and request the "Email Policy"
This article was written by
COLIN DAWSON
Email: colin@bbap.co.nz
Colin Dawson is the founding member of Business Brains and Technology Led Training who are innovative training and development companies that pride themselves in their approach to changing performance in orgainsations. Technology Led Training Ltd uses the latest in hardware and software standards to deliver unique blended learning experiences.