E-Mail Etiquette

Article: 10 Tips on E-Mail Etiquette

by Gregg Gregory

In a society where e-mail is becoming more prevalent than phone conversation, we need to make sure we are optimizing every step of the way. In doing so, we must also recognize that there is an e-mail etiquette which is still evolving. We need to adhere to this etiquette for a number of reasons.

The following is a simple but realistic set of rules, or etiquette. If we all follow it, our effectiveness rating will shoot up significantly.

Schedule a time to check for messages:

By scheduling a specific time to check for messages, you can increase your productivity by as much as 20% per day. It does not matter if you check once, twice, or even three times a day. Just schedule the time.

Check with recipient before forwarding large attachments:

With so many versions of software on the market — not to mention the numerous versions of word processing software — reading e-mail can sometimes be difficult. There is nothing worse than opening an e-mail only to find out that your software is not compatible with the sender's software.

Be wise and protect privacy:

In a day where privacy is becoming more and more important, please utilize the BCC feature before you send your messages to a number of people. It cleans up your front page and protects everyone's privacy as well.

Do not open messages from strange accounts:

This may sound simple, yet many still open unnecessary messages and waste time. Just delete it.

Send & reply to messages very carefully:

Remember, once the send button is pushed, it is like dropping a letter in the mailbox. You can't get it back. One way around this is to put in the name of the recipient last. If you are replying, before you start writing your reply, just delete the recipient. This will save loads of embarrassing moments when you accidentally hit the send button.

Watch the "Reply All" button:

Make sure you know just who "all" encompasses. You could be sending a message to the wrong person and end up with egg on your face. Another thought on replies: make sure you know the path of the message. You may be sending a message to someone, and something in the message's history may have said something that your recipient should not read. Another disaster I have seen in a major organization.

Double delete private messages:

When you receive a message that is of private nature do not think that you can save it in a hidden folder. Delete the message then be sure to empty the deleted items folder or recycle bin.

Use high priority when it really is:

Just remember the children's story of the boy who cried wolf. Don't say it is urgent unless it really is, and you need a response from the recipient.

Be totally clear in your message:

In most communication we can rely on our voice skills or body language to assist in getting our points across, but with e-mail it is all in our words. Write what you mean, but don't be rude. Always let the recipient know that if they have a question or something is unclear, they should contact you for further clarification.

NEVER WRITE A MESSAGE IN ALL CAPS:

For you newcomers to e-mail, this is known as shouting. Unless you would normally shout at the person, be careful.