Email Is A Great Tool For Communicating
Email is a great tool for communicating. Just like talking with people face-to-face, there are some etiquette and safety issues to think about. Below you will find some suggestions for proper E-mail use. As always, if you have any questions, please do not hesitate to contact me.
Be judicious in sending E-mail to everyone
Many recipients mayconsider the messageto be annoying "junk mail", especially if everyone massages continue to profiferate at the current rate. As a general guideline, ask yourself this quiestion before sending out an e-mail to this group:
"Is the message of value to everyone in the company?"
In most cases, there is no need to send out to this large of a group, you can fine tune your recipients by choosing multiple, smaller groups from Dale Carnegie’s Address book.
Keep your email messages short.
If it takes longer than five minutes to write a message, think about phoning or arranging a meeting with this person.
Mean what you write.
Email can be saved, printed, archived, copied, misrouted, forwarded and opened by total strangers. Remember your message may be read by someone you did not originally intend to receive it.
Think through routing possiblilities.
You may accidentally select the wrong email address, or you my reply to all recipients when you meant to reply to just one person.
Be considerate of other people’s time. Everyone gets a lot of email. Everyone is busy. Don’t forward jokes or chain letters to other users of the network. Let’s allow the memebers of our company focus on the task at hand.
Be very careful about transmitting information that reveals any sensitive information.
If you get an abusive or inappropriate message, print or save it. Forward your copy on to someone in the IT department and they will be able to assist you.
Keep your messages short and to the point. Also, not everyone has the same software as you. Attachments should be saved in a file format readeble by multiple application. Save files for cross-platform use as a plain text (ASCII) or Rich Text Format (RTF).
Subject line usage.
Clearly identify the purpose of your memo in the jubject line as this is the first string of text a recipient will see. If used properly, this field can explain the purpose of your memo as well as it’s intended audience.